Mail Room Associate

Job Summary

Primary responsibility is the sorting and delivery of incoming mail, as well as the preparation and sending of outgoing mail. Duties also requires individual to operate numerous pieces of mailroom equipment and to act as backup to the front receptionist.

Principal Duties & Responsibilities:

Receiving and Tracking Shipments:

• Receive deliveries from vendors or couriers and ensure they are properly logged and directed to the correct department or individual.
• Track incoming and outgoing packages using a company tracking system.

Organizing and Managing Mailroom Inventory:

• Keep an inventory of office supplies, postage, packaging materials, and other items used in the mailroom.
• Order supplies when inventory runs low to ensure the mailroom remains stocked.

Handling Special Deliveries:

• Process sensitive or high-priority shipments such as certified mail, packages that require a signature, or confidential documents.
• Manage any courier services, ensuring the timely and secure delivery of important items.

Courier Services:

• Arrange for the pick-up and delivery of documents or packages to external locations, such as sending documents to clients, vendors, or other business locations.

Assist with Office Equipment:

• Operate and maintain mailroom equipment like copiers, fax machines, envelope stuffing machines, and labeling machines.
• Troubleshoot basic issues with mailroom machinery and escalate technical problems as needed.

• Ensure the postage meter is stocked and functional, monitor postage usage, and report or reconcile postage charges.
• Weigh and prepare outgoing mail according to postage requirements.

Mailroom Security:

• Ensure that all outgoing and incoming mail complies with company security procedures.
• Handle confidential documents and materials in accordance with company policy.

Maintaining Cleanliness and Organization:

• Keep the mailroom clean, organized, and in good working order, ensuring safety and efficiency in daily operations.

Coordinating with Other Departments:

• Collaborate with various departments to ensure timely delivery and distribution of documents, packages, and materials.
• Assist with internal communications and logistics, including delivering meeting materials, company-wide communications, and marketing materials.

Scanning and Digitizing Documents:

• Scan and digitize important documents for electronic filing or distribution.
• Manage electronic records related to mailroom operations.

Support for Administrative Projects:

• Assist with administrative tasks related to special projects, including sorting and organizing large volumes of documents, preparing materials for distribution, or supporting event coordination (e.g., preparing mailers for marketing or invitations for events).

Postal Code & Address Verification:

• Ensure that outgoing mail addresses are correctly formatted and postal codes are accurate to avoid delivery delays.

Qualifications:

Education and Experience: Knowledge and skills at a level normally acquired through the completion of a High School education or equivalent experience.

Skills, Specialized Knowledge and Abilities:

• Ability to work without direct supervision and demonstrate considerable initiative
• Ability to handle sensitive information and maintain a high level of confidentiality
• Professional appearance
• Well-developed presentation and relationship-building skills
• Ability to use Microsoft Office products - Word and Excel
• Ability to analyze a situation and problem solve
• Excellent customer service skills
• Organization, attention to detail, flexibility and strong ability to multi-task

This job description is not intended to be all inclusive and the employee will also perform other reasonably related business duties as assigned by the immediate supervisor and other management as required.