Job at a glance
Mailroom Associate đź“ŤIllinois, United States Onsite The Mailroom Associate provides exceptional mail and receiving services, ensuring timely processing, distribution, and delivery of inbound mail, packages, and supplies to support the onsite business service center. The mailroom Associate is responsible for managing the daily flow of incoming and outgoing mail, packages, and office services while ensuring accuracy, efficiency, and excellent customer service.
This role supports overall workplace operations through mail distribution, shipping and receiving, inventory management, and facilities support. Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership. What You'll Do: • Track, log, and maintain records of incoming and outgoing packages. • Operate mailroom equipment, including postage machines, scanners, copiers, and printers.
• Coordinate with carriers and vendors regarding deliveries, pickups, and shipment inquiries. • Provides 5-star customer service to all employees (in all forms of communication). • Receives goods and verifies the quality and count of all items unloaded; checks against suppliers’ count and immediately reports discrepancies per company policy. • Maintains accurate records of all received items.
• Completes documentation for damaged or missing items and reports issues to supervisor. • Receives inbound mail/packages, sorts incoming mail, and inputs into chain of custody software. • Operates mail machines including postage meters, photocopiers, and mail folding/inserting machines. • Maintains records of receipt, mailing dates, and other required information.
• Notifies employees upon receipt of inbound deliveries and distributes mail/packages to personnel. • Acts as point of contact for company personnel on mail/package inquiries. • Submits work orders for certain requests. • Monitors office supply levels and replenishes or orders as needed. • Builds professional relationships with customers and other teams.
• Trains back-up staff and provides guidance on policies and procedures. • Determines additional support needed when handling sensitive inquiries. • Provides reception, concierge, or hospitality coverage as needed. Competencies: • Strong verbal and written communication skills. • Excellent customer service skills. • PC skills with MS Office Suite experience.
• Ability to handle multiple tasks simultaneously. • Good organizational skills. • Working knowledge of MFD equipment. • Knowledge and understanding of receiving procedures and ability to comprehend instructions. • Ability to work independently and complete projects. • Attention to detail for validating packing slips and receiving documentation.
What We're Looking for: • Preferably at least 1 year of shipping and receiving experience in a fast-paced environment. • Can r eceive, sort, and distribute incoming mail, packages, and deliveries accurately and in a timely manner. • Must be able to operate a forklift. • Must be familiar with smartphone technology. • Must be familiar with desktop computer technology.
• Must be comfortable with frequent face-to-face customer interactions. • Must be comfortable standing and walking for the full shift. • Must be able to lift and carry up to 100 pounds, with varying frequency. • Must have legible handwriting. • Approximately 50% of the time this position requires the below physical demands. • Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time. Preferred: • Preferably with forklift