Client Team Lead - Receptionist & Mail

Client Experience Team Lead - Receptionist & Mail

As the Team Leader/Mail/Receptionist, you will support departmental activities within a specific facility. In collaboration with the Manager, you will oversee daily reception and mail operations, facilitate workflow, provide guidance to staff, and play a key role in training and ensuring operational efficiency and compliance with company policies and procedures.

• Inform, implement, and communicate all departmental and company policies and procedures to ensure compliance and consistency.
• Under the direction of the Manager, communicate directly with clients and/or client personnel on the status of requests, disposition of inquiries, and other relevant matters.
• Ensure regular inventory audits are performed, escalating any non‑reconciled discrepancies to the direct Manager for resolution.
• Ensure appropriate production level documentation is completed for all production staff, and complete production and quality assurance reports as required.
• Train new staff as needed and provide ongoing coaching and counseling to staff with the assistance of the Manager.
• Delegate and direct daily workflow needs to employees, monitoring performance and attendance, and submitting appropriate documentation to the Manager for disciplinary and performance review purposes.
• Receipt, retrieval, and delivery of all requested files and/or containers per client request and within established Service Level Agreements (SLAs).
• Assure that safety protocols are followed at all times, escalating any issues directly to Management, and perform daily inspections of facilities to ensure cleanliness, organization, and adherence to safety standards.
• Inspect all entry points for breaches or potential breaches to building security, escalating any concerns immediately to Management.

• Receive and record all regular and priority packages from commercial vendors and the postal service.
• Coordinate received items for pick‑up and deliver mail and packages to customers throughout the building.
• Maintain detailed records and metrics concerning items received and delivered.
• Process incoming and outgoing mail.
• Perform related duties and responsibilities as required.

• Welcome visitors by greeting them in person, answering or referring inquiries.
• Direct visitors by maintaining employee and department directories and giving instructions.
• Maintain security by following procedures and issuing visitor badges.
• Maintain a safe and clean reception area by complying with procedures, rules, and regulations.
• Maintain continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
• Contribute to the team effort by accomplishing related results as needed.

• High School Diploma or equivalent.
• Previous leadership experience required.
• 1–3 years of production and/or clerical experience required.
• Willingness to provide backup support during absences.
• Proficiency in Microsoft Office applications.
• Strong communication skills, both written and verbal.
• Proficient analytical, decision‑making, and problem‑solving skills.
• Excellent interpersonal and relationship‑building skills.
• Strong prioritizing and time‑management skills.

Exela is committed to creating a diverse environment and is proud to be an equality opportunity employer. Qualified applicants will be considered for employment without regard to race, color, creed, religion, national origin, ancestry, citizenship status, age, disability, gender/sex, marital status, sexual orientation, gender identity, gender expression, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local laws.