Mailroom Clerk

Job description

The Mailroom Clerk is responsible for managing and coordinating the daily operations of the mailroom. This role involves receiving, sorting, and distributing incoming and outgoing mail and packages, handling shipping and receiving tasks, and maintaining accurate records. The Mailroom Clerk plays a vital role in ensuring the smooth flow of mail and packages within the organization, contributing to overall office efficiency.

Key Responsibilities:

• Receive, sort, and distribute incoming mail and packages from various carriers, including USPS, FedEx, UPS, and messenger services.
• Prepare outgoing mail and packages, ensuring accurate labeling, postage, and timely dispatch.
• Handle special mailing requests, such as certified, registered, and overnight mail.
• Manage the receipt and logging of packages, notifying recipients promptly.
• Coordinate the shipment of packages, including international shipments, ensuring compliance with shipping regulations.
• Track and monitor packages to ensure successful delivery.
• Assist in managing the inventory of mailroom supplies, such as envelopes, labels, and packaging materials.
• Coordinate with vendors to replenish supplies as needed, ensuring that the mailroom is well-stocked at all times.
• Maintain accurate records of incoming and outgoing mail and packages.
• Prepare daily, weekly, and monthly reports on mailroom activities, as required
• Provide assistance to employees with mail-related inquiries, including the proper use of mailing services and equipment.
• Serve as a point of contact for mail and package deliveries, ensuring a high level of customer satisfaction.
• Operate and maintain mailroom equipment, such as postage meters, copiers, and scanners.
• Troubleshoot and resolve minor equipment issues, coordinating with service providers for repairs as needed.
• Identify opportunities to streamline mailroom processes and improve efficiency.
• Assist in developing and implementing new procedures to enhance mailroom operations.

Qualifications:

• High school diploma or equivalent; additional education or training in office administration is a plus.
• Prior experience in a mailroom, shipping, receiving, or similar role is preferred.
• Basic knowledge of shipping procedures and mail processing equipment.
• Strong attention to detail and organizational skills.
• Ability to lift and move packages weighing up to 50 pounds.
• Proficiency in Microsoft Office Suite and familiarity with mailroom software.
• Excellent communication and customer service skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Competencies:

• Strong organizational and multitasking abilities.
• High level of accuracy and attention to detail.
• Effective communication and interpersonal skills.
• Ability to manage time efficiently and meet deadlines.
• Dependable and punctual with a strong work ethic.