Mailroom, Services and Logistics Coordinator

1 week ago

West Greenwich, United States JLL Full time

What this job involves - The Mailroom, Services and Logistics Coordinator role performs all activities related to shipping/receiving, delivering, transferring, storing, transporting and maintaining an active site following cGMP procedures and regulations within multiple tracking systems and buildings on and around the client campus. We are seeking a professional individual who enjoys working within a team, customer service centered and has computer skills which are essential to the role.

What is the day to day?
Package Processing and Distribution
Deliver and pickup mail to and from the post office
Maintain logs for incoming and outgoing mail processed through the post office
Sort and collate mail; Email notifications to recipients, dispose of junk mail
Resolve/escalate issues with incorrect or returned mail
Receive outgoing mail; weigh mail and apply correct postage
Stamp mail with postage meters
Record registered, certified and insured mail
Process requests for outbound UPS, Federal Express and courier service.
Weigh packages to determine applicable shipping fees, compare rates and propose the most cost effective option
Process and handle all incoming and outgoing packages ensuring proper routing and labeling.
Utilize DTS scanner / database software to track receipt of incoming packages and delivery to customers.
Place mail/packages in proper staging locations for site distribution or outbound shipment
Load mail/packages into van or onto cart for site distribution or transport to staging for outbound shipment
Deliver mail and packages throughout client campus to drop zones or direct to recipient as required using carts/vehicle or other identified equipment wearing proper PPE and adhering to site rules.
Process and handle all incoming and outgoing GMP samples and material in accordance with site procedures.
Process and handle all incoming and outgoing HazMat items in accordance with safety directives and site procedures.
Process and handle all incoming and outgoing time and /or temperature sensitive items in accordance with site procedures.

Special Freight Processing, Handling and Coordination
Coordinate with Client Supply Chain site teams related to general freight receiving and staging activities required at the site warehouse location.
Coordinate with Client site teams related to short term staging locations for freight.
Coordinate with freight recipients, Client Buyers, Client Supply Chain, Client Supply Chain and JLL site team to provide timely and safe deliveries of previously staged freight.
Maintain availability for reasonable overtime needs during evenings and/or weekend based on freight demands.
Interface with JLL Mailroom Services Lead to coordinate work team assignments for overtime freight deliveries.
Serve as primary point of contact for Special Freight Processing, Handling and Coordination requirements.
Work closely with the Mailroom Services Lead to communicate, address and resolve road blocks and streamline the work process.

Equipment Operation
Operate mail room van to transport mail and packages on and off site.
Operate manual or electric pallet jacks as needed.
Load and unload mail / packages on and off trucks.

Office Assistance
Perform minor housekeeping assessments and maintenance in site common areas to ensure they meet client standards. This incudes coordinating and escorting vendors as needed.
Ensure mailroom is adequately stocked with mail supplies.
Stock copy rooms with copy paper, monitor usage to ensure adequate levels are maintained.

Desired experience and technical skills
Required
Must have a valid driver's license
Must maintain and stay current on required training and any certification.
Willing to expand with a can-do spirit
Any and all other duties / tasks assigned
Candidate must have a high school diploma or a GED equivalent
5+ years of related skills applicable to corporate mailroom operations in a GMP environment
Possess a valid motor vehicle operators license with a clean driving record

Preferred
Knowledge of DOT HazMat regulations and requirements.

Skills and knowledge
Excellent communication skills in English, both written and oral.
Excellent computer skills to include proficiency in Microsoft Excel and Word.
Knowledge of current postal codes, procedures and regulations.
Experience with UPS, Federal Express and courier services.
Familiar with DOT HazMat regulations and requirements.
Experience with GMP time and temperature sensitive material processing and GMP raw material processing.
Excellent customer service and follow-up skills.
Prior supervisory experience beneficial but not required.

Other abilities
Ability to learn quickly
Ability to inspect and sort mail/packages in a way that helps speed processing & delivery
A high degree of accuracy is required for proper handling and routing of sensitive items.
Ability to operate a variety of office equipment (copy machines, fax machines, computers).
Ability to operate a variety of mail/package processing equipment (postage meters, scales, DTS scanners and associated software).

Physical work requirements and work conditions
Must be able to lift 50 lbs (must demonstrate as requested)
Ability to spend much of the day on his/her feet
Must be able to work quickly with hands and have good hand/eye coordination
Frequent exposure to the elements (heat, cold, wind, rain, sun, snow, ice, slush)

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