Mailroom Assistant

Job Title:

Mail Services Associate (Part-Time)

Job Description

The Mail Services Associate is a part-time, onsite role responsible for managing all aspects of mailroom operations and providing administrative support to a large team or department within an office operations environment. You will handle incoming and outgoing mail and packages, support reception and copy room functions, assist with general clerical duties, and help ensure smooth day-to-day office services. This position typically requires 20-25 hours per week, Monday through Friday, with shorter workdays and the potential for assignment extension.

Responsibilities

+ Oversee all aspects of mailroom operations for a building or campus, ensuring timely and accurate handling of mail and packages.

+ Ensure that all packages received and delivered are processed and distributed on the same day, or clearly communicate next-day delivery when required.

+ Sort, prioritize, and distribute inbound mail to the appropriate recipients or departments.

+ Coordinate services for outbound mail, including preparing items for shipment and arranging appropriate delivery methods.

+ Apply correct postage amounts and required identification to outgoing mail and packages to ensure compliance with mailing requirements.

+ Ensure all shipped packages are properly packaged and protected against damage during transit.

+ Deliver mail, packages, copy products, and stationery to assigned groups or locations according to the daily schedule.

+ Regularly check and replenish mailroom and postage supplies to maintain continuous operations.

+ Stock copy rooms with necessary supplies and provide first-level support for copier fleet production, including basic troubleshooting and coordination of service needs.

+ Spend portions of the day at a reception desk, receiving and directing incoming calls and visitors to the appropriate personnel.

+ Answer common inquiries or complaints from clients, coworkers, and supervisors, and present information clearly to internal groups.

+ Perform scanning tasks, including scanning mail and invoices, and ensuring electronic documents are organized and properly routed.

+ Visit the copy room as needed to manage print, copy, and scanning requests and to support general office services.

+ Assist concierge staff with general clerical duties, including tracking packages, posting mail, arranging messenger services, and supporting notary-related activities as needed.

+ Schedule and coordinate on-site meetings, including reserving multiple conference rooms, arranging required equipment, and coordinating catering needs.

+ Perform administrative duties specific to the department, such as conducting research, updating databases, and preparing collateral materials for mass mailings.

+ Draft reports and correspondence as needed and respond to common inquiries from internal stakeholders.

+ Use established procedures to solve straightforward problems and follow clearly defined duties, methods, and tasks.

+ Deliver work output by following defined procedures and processes under regular supervision and guidance.

+ Recognize and resolve typical problems within the work area and, when appropriate, select solutions from established options without requiring supervisory approval.

+ Understand and follow work processes and standards, applying skills and knowledge across a range of office procedures and systems.

+ Contribute to the overall quality of services and information provided to the team by maintaining accuracy, timeliness, and attention to detail in all tasks.

Essential Skills

+ High school diploma or GED.

+ 2-3 years of job-related experience in mailroom operations, office services, administrative support, or a similar environment.

+ Established understanding of work processes and standards within office operations, including mail handling and administrative procedures.

+ Ability to explain detailed and complex information clearly and concisely to team members and internal stakeholders.

+ Advanced knowledge of Microsoft Office products, including Word, Excel, Outlook, and related applications.

+ Strong organizational skills with the ability to manage multiple tasks, prioritize work, and maintain accuracy in a fast-paced environment.

+ General math skills, including the ability to calculate percentages, discounts, and markups as needed for mail or administrative tasks.

+ Effective communication skills to exchange straightforward and complex information with clients, coworkers, and supervisors.

+ Ability to follow established work processes and standards consistently and accurately.

+ Intermediate problem-solving skills with the capacity to review available options and select appropriate solutions without constant supervisory approval.

+ Comfort working under regular but moderate supervision, following standardized procedures and practices.

Additional

Skills & Qualifications

+ Experience providing administrative or office support to a large team, department, or business function.

+ Experience in mailroom…