Mailroom Specialist

The Mailroom Specialist provides operational support focused on mailroom services , including receiving, sorting, distributing, and handling incoming and outgoing mail and packages. Responsibilities also include shipping and receiving materials, applying necessary postage, and supporting customer-facing mail pickup and inquiries.

This role ensures accurate and timely delivery of mail and packages while maintaining strong customer service standards. The position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.

During low activity periods at their primary site, and as needed, the SOSS.MSE may support other customer locations within the assigned geographic area, assisting with mailroom operations coverage due to absences, vacations, or business needs.

• Receive, sort, and distribute incoming mail and packages to designated recipients or pickup locations.
• Manage outgoing mail processes, including preparing, labeling, and applying appropriate postage.
• Handle customer-facing mail pickup, including verifying recipients and providing excellent service.
• Perform shipping and receiving duties, including processing deliveries and maintaining accurate tracking.
• Maintain logs and records for incoming/outgoing mail, shipments, and related activities.
• Track and manage inventory of mailroom supplies.
• Respond to customer inquiries regarding mail, packages, and delivery status.
• Ensure accuracy and organization in all mail distribution processes.
• Coordinate mail and package deliveries within the facility or across buildings as needed.
• Perform basic troubleshooting of mailroom equipment (e.g., postage meters) and escalate issues when necessary.
• Maintain a clean, organized, and efficient mailroom environment.
• Deliver packages or materials to designated locations within or between buildings.
• May travel between customer buildings to support mail operations.
• Support additional mailroom-related duties as assigned.

• High school diploma or GED required
• 1–2 years of experience in mailroom, shipping/receiving, or related operational support preferred
• Basic computer skills, including Microsoft Office Suite
• Valid driver’s license may be required depending on site needs

• Knowledge of mail handling, shipping/receiving, and distribution processes
• Strong attention to detail and accuracy in sorting and tracking mail
• Excellent customer service and communication skills
• Ability to work effectively in a team environment
• Ability to follow instructions and established procedures for mail delivery
• Basic problem-solving and organizational skills
• Ability to manage multiple tasks in a fast-paced environment

• Frequent handling of mail, packages, and shipping materials
• Exposure to paper handling and minor hazards such as paper cuts
• Regular standing, walking, bending, and lifting (up to 50 lbs.)
• Movement between buildings may be required
• Regular interaction with customers, employees, and vendors
• Ability to work under deadlines with high accuracy
• Schedule flexibility may be required, including occasional overtime

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.