Mailroom Coordinator

Location: Naperville

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Job Description

We are seeking a detail-oriented Enrollment Mailroom Specialist to efficiently manage and process enrollment mail for various programs and associated products. This role involves handling high-volume incoming mail, ensuring accurate tracking, and maintaining compliance with PCI standards while processing sensitive information.

Job Title:
Enrollment Mailroom Specialist

Job Description

We are seeking a detail-oriented Enrollment Mailroom Specialist to efficiently manage and process enrollment mail for various programs and associated products. This role involves handling high-volume incoming mail, ensuring accurate tracking, and maintaining compliance with PCI standards while processing sensitive information.

Responsibilities

• Sort and organize enrollment mail for multiple programs and associated products.
• Batch enrollment forms into groups, assign batch numbers, and maintain accurate tracking in Excel.
• Scan enrollment documents into appropriate formats such as PDF or Images.
• Distribute scanned batches to processing teams for data entry.
• Handle enrollments containing credit card information in compliance with PCI standards.
• Manage unacceptable payment methods by returning them to the sender.
• Research and process checks with incomplete information, matching checks to customer accounts.
• Log unassociated checks in a tracker and coordinate with Marketing for customer follow-up letters.
• Track and process other customer correspondence by scanning and routing to appropriate vendors.
• Maintain accurate documentation and reporting for all mail-handling activities.

Essential Skills

• Experience in mailroom operations or handling high-volume incoming mail.
• Proficiency in Microsoft Excel for tracking and reporting.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and maintain accuracy in a fast-paced environment.
• Familiarity with document scanning systems and workflow distribution processes.
• Understanding of PCI compliance and secure handling of sensitive information.
• Good problem-solving skills for researching incomplete or unclear customer information.
• Effective communication skills for coordinating with internal teams.
• High level of integrity and confidentiality when processing customer data.
• Ability to work independently and meet deadlines with minimal supervision.

Additional

Skills & Qualifications

• Proficiency in Microsoft O365, AWD, Oracle, ETS/Stripe, and Agent Desktop.

Work Environment

The position requires working from 8 AM to 5 PM in a dynamic and fast-paced environment. The role involves using various technologies including document scanning systems and Microsoft Office tools to ensure efficient processing and accurate reporting.

Job Type & Location

This is a Contract position based out of Naperville, IL.

Pay And Benefits

The pay range for this position is $20.60 - $20.60/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Naperville,IL. Final date to receive applications This position is anticipated to close on Dec 30, 2025.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the…