Mailroom, Services and Logistics Coordinator

What this job involves - The Mailroom, Services and Logistics Coordinator role performs all activities related to shipping/receiving, delivering, transferring, storing, transporting and maintaining an active site following cGMP procedures and regulations within multiple tracking systems and buildings on and around the client campus. We are seeking a professional individual who enjoys working within a team, customer service centered and has computer skills which are essential to the role.

What is the day to day?

Package Processing and Distribution

• Deliver and pickup mail to and from the post office
• Maintain logs for incoming and outgoing mail processed through the post office
• Sort and collate mail; Email notifications to recipients, dispose of junk mail
• Resolve/escalate issues with incorrect or returned mail
• Receive outgoing mail; weigh mail and apply correct postage
• Stamp mail with postage meters
• Record registered, certified and insured mail
• Process requests for outbound UPS, Federal Express and courier service.
• Weigh packages to determine applicable shipping fees, compare rates and propose the most cost effective option
• Process and handle all incoming and outgoing packages ensuring proper routing and labeling.
• Utilize DTS scanner / database software to track receipt of incoming packages and delivery to customers.
• Place mail/packages in proper staging locations for site distribution or outbound shipment
• Load mail/packages into van or onto cart for site distribution or transport to staging for outbound shipment
• Deliver mail and packages throughout client campus to drop zones or direct to recipient as required using carts/vehicle or other identified equipment wearing proper PPE and adhering to site rules.
• Process and handle all incoming and outgoing GMP samples and material in accordance with site procedures.
• Process and handle all incoming and outgoing HazMat items in accordance with safety directives and site procedures.
• Process and handle all incoming and outgoing time and /or temperature sensitive items in accordance with site procedures.

Special Freight Processing, Handling and Coordination

• Coordinate with Client Supply Chain site teams related to general freight receiving and staging activities required at the site warehouse location.
• Coordinate with Client site teams related to short term staging locations for freight.
• Coordinate with freight recipients, Client Buyers, Client Supply Chain, Client Supply Chain and JLL site team to provide timely and safe deliveries of previously staged freight.
• Maintain availability for reasonable overtime needs during evenings and/or weekend based on freight demands.
• Interface with JLL Mailroom Services Lead to coordinate work team assignments for overtime freight deliveries.
• Serve as primary point of contact for Special Freight Processing, Handling and Coordination requirements.
• Work closely with the Mailroom Services Lead to communicate, address and resolve road blocks and streamline the work process.

Equipment Operation

• Operate mail room van to transport mail and packages on and off site.
• Operate manual or electric pallet jacks as needed.
• Load and unload mail / packages on and off trucks.

Office Assistance

• Perform minor housekeeping assessments and maintenance in site common areas to ensure they meet client standards. This incudes coordinating and escorting vendors as needed.
• Ensure mailroom is adequately stocked with mail supplies.
• Stock copy rooms with copy paper, monitor usage to ensure adequate levels are maintained.

Desired experience and technical skills

Required

• Must have a valid driver's license
• Must maintain and stay current on required training and any certification.
• Willing to expand with a can-do spirit
• Any and all other duties / tasks assigned
• Candidate must have a high school diploma or a GED equivalent
• 5 years of related skills applicable to corporate mailroom operations in a GMP environment
• Possess a valid motor vehicle operators license with a clean driving record

Preferred

• Knowledge of DOT HazMat regulations and requirements.

Skills and knowledge

• Excellent communication skills in English, both written and oral.
• Excellent computer skills to include proficiency in Microsoft Excel and Word.
• Knowledge of current postal codes, procedures and regulations.
• Experience with UPS, Federal Express and courier services.
• Familiar with DOT HazMat regulations and requirements.
• Experience with GMP time and temperature sensitive material processing and GMP raw material processing.
• Excellent customer service and follow-up skills.
• Prior supervisory experience beneficial but not required.

Other abilities

• Ability to learn quickly
• Ability to inspect and sort mail/packages in a way that helps speed processing & delivery
• A high degree of accuracy is required for proper handling and routing of sensitive items.
• Ability to operate a variety of office equipment (copy machines, fax machines, computers).
• Ability to operate a variety of mail/package processing equipment (postage meters, scales, DTS scanners and associated software).

Physical work requirements and work conditions

• Must be able to lift 50 lbs (must demonstrate as requested)
• Ability to spend much of the day on his/her feet
• Must be able to work quickly with hands and have good hand/eye coordination
• Frequent exposure to the elements (heat, cold, wind, rain, sun, snow, ice, slush)