Mailroom Coordinator

MW Partners is seeking a highly organized and detail-oriented Mailroom Specialist to join our team. As a Mailroom Specialist, you will be responsible for ensuring the smooth operation of our mailroom, handling a wide range of tasks from mail processing to customer service.

• Mail Processing: Collect, process, and redistribute mail from various sources, including Farmers campus, inner-office, and USPS.
• Time-Sensitive Mail: Provide special attention and responsiveness to critical, confidential, and accountable mail.
• Project Management: Monitor and control various special or daily projects to completion, ensuring scope, asking clarifying questions, and meeting service level agreements.
• Quality Control: Adhere to quality requirements to ensure mail is prepared according to postal standards.
• Mail Sorting and Metering: Sort and meter incoming campus mail, ensuring correct cost codes and postage rates are used.
• Certified and Registered Mail: Prepare time-critical Certified, Certificate of mail, Registered mail, and Express mail.
• Mail Processing Tasks: Process miscellaneous requests and complete mail processing tasks as needed based on workload and staffing availability.
• Documentation: Document jobs processed for reporting and job tracking functions, including incoming job logs, daily mail request logs, and other required logs.
• Procedure Documentation: Document existing/new procedures and special instructions for various jobs to ensure job reference sheets are up to date.
• Research and Investigation: Conduct research and investigate unidentifiable mail, utilizing multiple Farmers databases to find the correct forwardable location.
• Search Results: Provide management with search results for all unsuccessful forwards to determine next processing steps.
• Machinery Operation: Operate various automated machinery, including meter machines, table-top folders, inserters, and other equipment as needed.
• Maintenance: Perform expected machine maintenance tasks in a proper and timely fashion.
• Mail Transport: Transport completed mail projects directly to the local Post Office, including sensitive and time-critical proof of mail, Express Mail, or other accountable and tracked mail.
• Vendor Communication: Pick-up and/or deliver mailing projects to and from outside vendors as needed.
• Confidentiality and Integrity: Ensure the integrity, accuracy, safety, and confidentiality of mail handled by Mail Services is in accordance with Clients' internal policies and compliance standards.
• Customer Service: Handle customer questions, requests for information, or special mailing requests via email or phone.
• Supplier Communication: Communicate with outside suppliers as needed to ensure uptime on equipment while documenting machine issues and service calls.
• Lean Initiatives: Work closely with management to identify and implement Lean initiatives for continuous operational improvement.

• Education: High school diploma or equivalent required.
• Skills: Possesses flexibility to work in a fast-paced, dynamic environment. Proficient in English written and verbal communication skills. Possesses strong technical aptitude. Proficient PC skills including Microsoft Office. Excellent organizational skills. Detail oriented.