Postal Logistics Coordinator

The Postal Logistics Coordinator is responsible for coordinating outbound postal and shipping logistics activities for a high-volume direct mail production operation. This position manages USPS documentation, mail preparation requirements, transportation scheduling, postage administration, and delivery performance tracking to ensure timely and accurate mail entry. The Postal Logistics Coordinator works closely with Production, Data Processing, Customer Service, Accounting, and Postal Operations teams to ensure mailings meet client requirements, postal regulations, and production deadlines while maximizing postage savings opportunities. This role serves as a key resource for USPS compliance, postal documentation, and continuous process improvement initiatives that support operational efficiency and customer satisfaction.

Schedule: 7:00 am - 3:30 pm, Monday through Friday

Due to the nature of our business, mandatory overtime is required during high-volume production periods and other times of increased workload. Flexibility to work extended shifts and/or weekends is an essential requirement of this position.

Duties and Responsibilities:

• Coordinate daily postal shipping and logistics activities supporting high-volume direct mail production and fulfillment operations, ensuring timely and accurate processing, preparation, and distribution of client mailings and outbound shipments.
• Coordinate USPS mail inductions through PostalOne, freight pickups, transportation schedules, and carrier activities to meet customer requirements, production deadlines, and service commitments.
• Monitor workflow priorities and communicate shipping schedules, job status updates, and potential issues to appropriate departments to ensure smooth operational execution.
• Collaborate with Production, Customer Service, Accounting, and Postal Operations teams to obtain mailing approvals, resolve issues, and ensure seamless workflow across departments.
• Review and maintain shipping records, bills of lading, manifests, and postal documentation to ensure accuracy, completeness, and regulatory compliance.
• Utilize Window Book software and Mail.dat files to prepare, edit, validate, and submit USPS mailing documentation in accordance with USPS regulations, technical specifications, and industry best practices.
• Review job specifications and mailing requirements to ensure accurate postal setup, mail preparation, and submission of documentation to USPS.
• Administer postage-related activities, including validating postage usage, maintaining postage accounts, monitoring expenditures, requesting funding as needed, and ensuring accurate customer billing and invoice reconciliation.
• Prepare and submit USPS applications, permit documentation, and promotional registrations while identifying opportunities to maximize postage savings through USPS incentive and discount programs.
• Maintain organized and accurate records of completed jobs, mailing documentation, permit information, and postal records in accordance with company retention requirements.
• Serve as a resource on USPS regulations, mailing standards, postal compliance requirements, and industry best practices by providing guidance and support to internal stakeholders.
• Track delivery performance, analyze mailing metrics, and identify opportunities to improve efficiency, reduce costs, strengthen compliance, and enhance service performance.
• Support departmental process improvement initiatives designed to enhance operational efficiency, improve delivery performance, and reduce errors.
• Follow company safety policies and maintain a safe, organized, and OSHA-compliant work environment.
• Perform other duties and special projects as assigned.

Required Qualifications:

• High School Diploma or GED; Associate’s or Bachelor's degree in Supply Chain Management, Business, Operations, Logistics or related field preferred .
• Minimum of 3-5 years of experience in postal operations, shipping, logistics, warehouse operations, or direct mail production environments.
• Working knowledge of USPS regulations, mailing standards, postal documentation, and mail preparation processes.
• Experience coordinating transportation, freight carriers, shipping vendors, and postal logistics activities.
• Proficiency with Microsoft Office Suite, including Excel, Word, and Outlook, PostalOne and Window Book Software.
• Ability to learn and effectively utilize Window Book software, USPS Postal One software, Mail.dat processing systems, and other mailing and logistics technologies.

Required Skills/Abilities: 

• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Excellent verbal and written communication skills with the ability to collaborate effectively across multiple departments.
• Ability to manage multiple priorities and meet deadlines in a fast-paced production environment.
• Strong understanding of shipping documentation, bills of lading, manifests, and logistics processes.
• Ability to analyze postal and logistics data to identify trends and opportunities for improvement.
• Ability to operate or become certified on forklifts and other material handling equipment, if required.
• Strong customer service mindset and commitment to quality and accuracy.

Physical Demands and Work Environment:

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

• The employee is regularly required to see, hear, and project voice well enough without amplification.
• There is frequent need for the employee to stand, sit, walk, repetitive small motor activity, use hands and fingers, and reach with hands and arms.
• The employee is occasionally required to lift and carry up to 50 pounds, to stoop, kneel, crouch, and to ascend and descend stairs.
• This position requires a high energy level and ability to handle stress-related situations on a daily basis.
• High pressure fast-paced environment with significant disruption.

Moore is a data-driven constituent experience management (CXM) company achieving accelerated growth for clients through integrated supporter experiences across all platforms, channels, and devices. We are an innovation-led company that is the largest marketing, data, and fundraising company in North America, serving the purpose-driven industry with clients across education, association, political, and commercial sectors.

How We’ll Support You:

·       Join the largest marketing and fundraising company in North America serving the nonprofit industry, where we prioritize innovation and professional growth.

·       Collaborate with industry subject matter experts with over 5,000 employees across the enterprise.

·       To help you stay energized, engaged and inspired, we offer a wide range of benefits including comprehensive healthcare, paid holidays, and generous paid time off so you can have the time and space to recharge and pursue your other passions and be with the people you care about.

·       Moore is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.