What are the responsibilities and job description for the Mailroom Specialist/Office Assistant position at Ascendium Brand?
Do you have mailroom experience? Do you have a knack for organization and an eye for detail? If so, join us as a Mailroom Specialist/Office Assistant! You’ll support our mailroom, purchasing, and procurement functions, ensuring they operate smoothly and efficiently. You’ll thrive in this position if you’re a team player who enjoys doing a variety of tasks in a fast-paced environment.
This is a part-time position located on-site at our state-of-the-art headquarters in Madison, Wisconsin. You’ll typically work eight hours a day, Monday through Thursday. As part of our commitment to helping our team members succeed, we offer outstanding benefits, including student loan repayment assistance, tuition reimbursement, generous paid time off, and comprehensive health, dental, and vision insurance.
Job Responsibilities
On a day-to-day basis, you may do the following.
Mailroom Support (70%)
- Accept, sort, scan, distribute, and properly destroy mail from the U.S. Postal Service.
- Accept, verify, record, communicate about, distribute, and store shipments from external vendors like FedEx, UPS, and Amazon.
- Assist with on-site inventory of conference materials like exhibit cases, tabletop banners, floor banners, table covers, and pens. This includes organizing for efficient retrieval, tracking remaining supplies, and coordinating quality control reviews.
- Manage outgoing shipments and packages like conference materials. This includes retrieving, boxing, wrapping, and metering materials, as well as coordinating shipments, tracking shipments, and processing return labels.
- Assist with direct mail assignments.
- Manage the Mail Services email box.
- Support various projects and initiatives, as needed.
Administrative Support (30%)
- Support purchasing and procurement functions. This includes helping with new vendor setup, gathering information for purchase orders, tracking order status and payments, and coordinating with internal and external clients.
- Provide customer support to visitors, ensuring a positive experience that follows security protocols.
- Maintain corporate supplies inventory.
- Help execute events, maintain kitchen equipment and supplies, and complete other corporate services tasks.
- Assist with other duties, as necessary.
Knowledge and Skill Requirements
A highly qualified candidate will possess the following.
- High school diploma or equivalent.
- Two to three years of experience in a fulfillment or mailroom facility is preferred.
- Experience with mail sorting and postage meter machines is a plus.
- Knowledge of mailroom techniques.
- Proficiency in desktop software, including Microsoft Outlook and Excel.
- Ability to learn new systems and software.
- Excellent data entry skills.
- Ability to handle sensitive information with discretion and confidentiality.
- Ability to adhere to standards, procedures, and methodologies.
- Ability to plan and manage multiple projects and daily tasks while keeping leadership informed of any roadblocks and potential solutions.
- High attention to detail.
- Effective interpersonal skills, both oral and written, exemplified by initiative, courtesy, diplomacy, positive attitude, professionalism, and appropriate business ethics.
Other Information
Ascendium offers an outstanding benefits package designed to provide employees and their families with a high degree of security. These benefits include, but are not limited to:
- Comprehensive medical, dental, and vision insurance.
- Generous time off, including up to eight weeks of paid parental leave.
- Student loan repayment assistance and tuition reimbursement.
- Retirement savings plan with employer match.
Ascendium provides equal employment opportunity to all individuals regardless of their race, color, religion, sex, age, national origin, creed, disability, veteran status, or any other characteristic protected by state or federal law.
H-1B sponsorship (initiation or transfer) is not available for this position.
If you would like assistance with the application process, please email Ascendium Human Resources. We invite all applicants to complete the Voluntary Affirmative Action questions when submitting application materials. The questions are found at the end of the online application process. To learn more about our commitment to Equal Employment Opportunity, please visit the Ascendium Careers webpage.
Ascendium requires criminal, employment, and education background investigations before hiring.