Mail Operations Specialist

Mail Operations Specialist

Southfield, MI

On-Site Role

Compensation: $18 per hour

Schedule:

Monday–Friday | 8:00 AM – 4:30 PM EST

The Mail Operations Specialist is responsible for the timely, efficient, and accurate processing of all incoming and outgoing mail within the organization, operating 100% onsite in Southfield, MI. This role supports internal departments by sorting, scanning, distributing, and preparing documents and shipments, ensuring all materials are handled in compliance with company policies, governmental regulations, and HIPAA requirements. The specialist also manages inventory tracking and quality control, assists with data entry and claims-related projects, and communicates operational trends and improvement opportunities to management.

Success in this position requires strong attention to detail, organizational skills, basic computer proficiency, and the ability to work both independently and collaboratively in a fast-paced environment.

• Sort, distribute, and scan incoming mail, including returned mail, patient correspondence, and insurance correspondence
• Print HCFAs, EOBs, and other attachments from IMX and prepare materials for mailing
• Receive, process, and distribute incoming mail, shipments, and office package deliveries
• Prepare and manage outbound shipments using UPS, Fed Ex, and other shipping platforms
• Process and distribute outgoing mail and interoffice mail
• Receive and distribute faxes and documents to appropriate regions and departments
• Maintain compliance with HIPAA regulations and company policies
• Assist with special operations projects and additional tasks assigned by management
• Perform inventory tracking and quality control activities
• Support data entry and claims-related projects
• Assist team members across processing areas as needed
• Communicate operational trends and improvement opportunities to management
• Perform other duties as assigned

• High school diploma or equivalent experience
• Basic computer proficiency
• Strong attention to detail and organizational skills
• Ability to manage multiple tasks and prioritize work effectively
• Self-motivated with the ability to work independently
• Ability to perform well in a fast-paced environment
• Strong written and verbal communication skills
• Ability to collaborate effectively in a team environment
• Knowledge of data privacy practices and regulations (e.g., HIPAA)
• Flexible and able to adapt to changing daily priorities
• Experience with Intermedix imaging solutions is a plus