Manager, Mail Services

Job Summary:

The Mailroom Manager is a self-motivated and details-oriented individual who is committed to following process and procedure, as well as continuous improvement of processes. Data security and protecting client information is a top consideration in the day-to-day work. This position is responsible for the processing and management of all electronic and physical documents for a professional legal/financial services firm with thousands of clients across multiple locations.

Supervisory Responsibilities:

• Mail Room Manager leads a combined team of 5-10 onsite and remote subordinates
• Oversees the day-to-day workflow of the department including job assignments and scheduling.
• Hires, coaches, reviews, supervises, and makes effective suggestions and recommendations that are given weight regarding the employment status of assigned employees.
• Conducts staff meetings as necessary in regard to changes in such items as postal regulations and routing.
• Assigning and monitoring responsibilities for the team, some in person, some working virtually.
• Maintains safe working environment in accordance with OSHA and risk management.

Duties/ Responsibilities:

This position is responsible for the processing and management of all electronic and physical documents serving multiple locations and thousands of clients.

• Schedules and prioritizes mailroom services.
• Oversee the sorting, opening, scanning, and labeling of approximately 5,000 – 10,000 inbound letters per week
• Oversee the processing of approximately 750 custom mailout requests and up to 1,000 automated mailouts per week
• Operates mailroom machinery including postage metering and document insertion equipment; performs basic maintenance as needed.
• Maintains and develops records for billing, inventory, mailing, and parcel shipping; orders materials and supplies needed for the mail center.
• Seeks ways to reduce mailroom costs; implements cost savings programs and procedures to increase efficiency.
• Recommends change to mail services policies and procedures to Senior Management; maintains policy and procedural manuals for mailroom operations; informs mailroom staff of changes made to policies and procedures.
• Oversees gathering, storage, and redistribution of surplus property.
• Collecting data through reporting system and sending analysis
• Completing data security checks to ensure best practices are maintained, to ensure the security of physical mail
• Participates in setting goals and objectives for mail services
• Performs other related duties as assigned.

Knowledge, Skills, and Abilities:

This position lends itself to an agile leader willing to face day to day challenges with finesse and flexibility.

• Excellent managerial skills.
• Ability to prioritize, plan, and organize work.
• Pay strict attention to detail while efficiently managing everyday tasks in a fast-paced environment
• Able to communicate effectively using written and verbal language
• Thorough knowledge of postal and federal policies, statutes, procedures, and regulations.
• Ability to navigate and leverage data and technology as it relates to mail services and mail center equipment.
• Ability to effectively and efficiently review data and create accurate summarized reports

Education and Experience:

• Associates degree in Business Administration or related field AND four years' related mailroom operations experience which includes two years' supervisory experience; OR,
• Six years mailroom operations experience which includes two years' supervisory experience; OR,
• Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Physical Requirements:

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to travel to other office locations, as needed.
• Available to work additional hours when the needs of the business require
• This position requires long periods of time standing and lifting potentially heavy parcels. Must be able to lift, push, pull, carry, and move items weighing over 70 pounds.
• Good hand-eye coordination helps as mailroom supervisors sort large volumes of mail quickly

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Paid training
• Vision insurance

Salary : $45,000 - $50,000