Mailroom Manager

Overview

This is an in-office opportunity located at 401 White Horse Rd, Voorhees, NJ 08043.

The Mailroom Manager plays a critical role in ensuring that client expectations, compliance, and objectives are met in an organized manner with preservation of appropriate records and documentation. This role requires demonstrated skills in analysis and problem assessment, organizing priorities, sound judgment, critical thinking to ensure successful management in all areas of the contract. Develops, and counsel’s subordinates to achieve quality performance, providing ongoing training when necessary;

manages the activities involved within the Mailroom department. Alert upper management of the discovery of all Federal and/or State regulation violations. Correct issues accordingly.

Leadership

• Proactively Manage The Activities Of Assigned Employees By Ensuring The Following Functions Are Efficiently Performed In a Quality-oriented Environment Reflecting Company Value
• Process all incoming and outgoing daily correspondence within client required time frames.
• Document correspondence within client required time frames.
• Update and maintain applicable tracking along with folder organization.
• Process administrative accounts (death, incarceration, bankruptcy, insolvency, etc..) according to client requirements and time frames.
• Send daily e-fax communications to client as required.
• Prepare applicable mail merge and/or daily letters for sending, according to client requirements.
• Travel to the post office to pick up and drop off mail as needed.
• Review accounts and schedule contact dates for follow-up calls.
• Prepare or update monthly and weekly reports for submission to management.
• Additional duties as assigned based on the Line of Business.

Functions

• Following compliance policies and procedures.
• Send daily e-fax communications to client as required.
• Reporting internally, which reporting includes managing complaint and mailroom trackers.
• Preparing audit reports as per client or governmental requirements.
• Initiates, maintains, and revises risk assessment policies, procedures, and training materials.
• Collaborates with various levels of management to implement programs and direct compliance issues for investigation and resolution.
• Develop and continually enhance working knowledge of company policy, applicable regulatory and industry trends, and share this expertise across the business.
• Seek ways to innovate or improve current processes and procedures.
• Ensures proper reporting of violations or potential violations to duly authorized enforcement agencies as appropriate and/or required.
• Travel to the post office to pick up and drop off mail as needed.
• Lead and direct the work of others to establish a functioning Mailroom.
• Perform periodic quality assessments and identifying issues, concerns, and deficiencies.
• Review all Regulatory Processes for accuracy (example bankruptcies, Letter review and creation, and regulatory audits).
• Facilitate and/or participate in client meetings and internal and client calibration sessions, as required.
• Provide effective personnel coaching and development to achieve and improve performance.
• Assisting in the development of training materials and reports.
• Work with agency directors, managers, supervisors, and staff to ensure compliance with customer specifications and execute any necessary corrective action.
• Training
  -Continuously training all staff to ensure employees are qualified to do their jobs effectively and avoid mistakes that affect the company’s quality of service.
• Perform other duties as required using the foundation of the organization’s Mission and Values.
• Additional duties as assigned based on the Line of Business.

Information and Physical Security is the responsibility of every employee. In your position you are required to safeguard the computer systems by following proper username and password management which includes selecting challenging passwords and committing them to memory, they should not be written down or stored where others can freely have access. This also includes securing your desk and workstation when you are not there.

This includes locking your…