What are the responsibilities and job description for the Mailroom Specialist position at JLM HR Consulting?
Our client is seeking a Mailroom Specialist. In this role, you'll be responsible for the efficient receipt, sorting, processing, distribution, collection, and shipment of incoming and outgoing mail, packages, and courier deliveries. This position ensures timely and accurate mail services while maintaining confidentiality, security, and compliance with organizational policies and postal regulations. The Mailroom Specialist provides excellent customer service to employees, clients, vendors, and delivery personnel.
Key Responsibilities
- Receive, sort, and distribute incoming mail, packages, and interoffice correspondence.
- Prepare and process outgoing mail, including weighing, labeling, metering, and shipping through approved carriers.
- Coordinate courier and express shipping services.
- Maintain mailroom equipment, including postage meters, scanners, printers, and package-tracking systems.
- Track and log packages and accountable mail to ensure proper delivery and receipt.
- Maintain records of shipping expenses, delivery confirmations, and mailroom activity.
- Ensure compliance with postal regulations, organizational policies, and security procedures.
- Assist with inventory management and ordering of mailroom supplies.
- Provide responsive customer service to employees regarding mail and shipment inquiries.
- Support office operations through document handling, scanning, filing, and special projects as assigned.
- Identify opportunities to improve mail distribution and shipping processes for efficiency and cost-effectiveness.
- Maintain a clean, organized, and safe mailroom environment.
Qualifications/Education
- High School Diploma or GED required.
- Associate degree or vocational training in business administration, logistics, or a related field preferred.
Experience
- Minimum of 1–3 years of experience in a mailroom, shipping/receiving, logistics, or office support environment preferred.
- Experience using shipping and tracking systems (e.g., FedEx, UPS, USPS) preferred.
- Experience operating mail-processing equipment and postage systems is a plus.
Knowledge, Skills, and Abilities
- Knowledge of mail distribution, shipping, receiving, and package-tracking procedures.
- Familiarity with USPS, FedEx, UPS, and other carrier regulations and services.
- Strong organizational and time-management skills.
- Excellent attention to detail and accuracy.
- Ability to prioritize multiple tasks in a fast-paced environment.
- Strong customer service and communication skills.
- Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
- Ability to maintain confidentiality and handle sensitive materials appropriately.
- Basic data-entry and recordkeeping skills.
- Ability to work independently and as part of a team.
Physical Requirements
- Ability to lift and carry packages weighing up to 50 pounds.
- Ability to stand, walk, bend, and reach for extended periods.
- Ability to push mail carts and move packages throughout the facility.
- Ability to operate mailroom equipment safely and effectively.
Core Competencies
- Customer Focus
- Attention to Detail
- Accountability
- Reliability and Dependability
- Teamwork and Collaboration
- Time Management
- Problem Solving
- Adaptability
Working Conditions
- Primarily works in a mailroom and office environment.
- Regular interaction with internal staff, vendors, couriers, and delivery services.
- May require occasional overtime during peak mailing and shipping periods.
Additional Information: Position will be located on-site at a Federal agency in downtown Washington, DC. To qualify, the candidate must be able to obtain the required security clearance.