Administrator, Mailroom Operations

Mailroom Operations Administrator

Will be responsible for coordinating New Era Cap Global Headquarters shipping, receiving, and mail distribution functions for internal and global operations while ensuring the highest level of customer service for internal customers. The role is an individual contributor who operates autonomously to keep mailroom operations running efficiently to support critical business needs.

• Coordinate the receipt of all incoming air, ground, product, and LTL shipments for headquarters.
• Oversee the process of receiving, tracking, scanning, notifying, processing, and distributing shipments to internal customers.
• Manage the receipt, sorting, processing, and delivery of USPS mail and interoffice mail to all internal customers.
• Handle cash transactions related to mailroom services, maintain a detailed log of personal packages and stamps purchased, communicate amounts owed, and perform monthly cash drops to Finance.
• Coordinate the processing and shipping of all outgoing air, ground, and LTL shipments for internal customers, including verifying and packing items according to specifications and providing tracking information.
• Partner with stakeholders and vendors to anticipate and resolve unexpected issues, minimize interruptions, and avoid shipment delays.
• Coordinate and assist with special mailings, trade shows, and special projects, ensuring timely and accurate completion.
• Assist with managing inventory of office and shipping supplies to maintain adequate stock levels, anticipate needs, and re-stock supplies as necessary.
• Maintain a clean, organized, and efficient work area, including the Mailroom, Shipping Dock Area, and Ergonomic Packing Station Area.
• Ensure employee needs are met in an office environment, promoting a positive workplace culture and enhancing overall satisfaction.
• Keep all sensitive matters confidential, proactively shredding confidential materials that need to be destroyed.
• Perform other duties as assigned.

• Excellent communication and organizational skills.
• Ability to provide guidance and direction to others in a positive and actionable manner.
• Skilled at taking initiative to ensure operations follow proper procedures, taking proactive corrective action as needed.
• Ability to meet deadlines in an environment with fast‑changing priorities and manage time effectively.
• Strong problem‑solving skills.
• Demonstrates autonomy when making decisions.
• Superb customer service skills, enthusiastic, positive, and embraces work with urgency and persistence.
• Must be punctual and possess a strong work ethic.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Ability to remain on feet for extended periods while actively processing varying volumes of packages throughout the day.
• Must be able to safely use a pallet jack along with other mailroom tools and equipment.
• Must be able to lift 60 lbs.

• Associate’s Degree required. Additional experience considered in lieu of a degree.
• One (1) to Three (3) years of experience in a professional office mailroom setting required.
• Valid driver’s license required.
• Knowledge of SAP and Concur systems is a plus.

• The position is 100% on‑site in Buffalo, NY.
• 0% to 5% domestic and/or global travel.

The hourly rate for this posted position is $21.50 – $23.25 (plus bonus & benefits) and pertains to candidates located in Western New York. Actual compensation will fall within this range and is determined by factors including but not limited to skill set, education, essential job duties and requirements, and necessary experience.

Our casual work environment celebrates individuality and encourages employees to showcase their personal style. We pride ourselves on offering competitive compensation, a generous PTO policy, and world‑class benefits designed to promote health, financial stability, and personal growth. As an employee, you’ll enjoy perks such as paid parking, exclusive discounts on apparel and headwear, and professional development opportunities right on‐site.