Administrative Mailroom Coordinator

About the role

As part of the Administrative Services team, the Mailroom Coordinator will support our mailroom operations at headquarters in Napa, CA, operating the mailroom under immediate supervision and following standard procedures to accomplish assigned tasks.

Qualifications

• High school graduate or equivalent combination of education and experience required.
• Three to five years of experience operating a mailroom.
• Three to five years of experience in a customer service environment.
• Three to five years of experience working with document imaging.
• Ability to safely lift, carry, and move packages and materials weighing up to 40 pounds.

Responsibilities

Mail Operations

• Deliver general mail, shipments, and interoffice mail.
• Adhere to mailroom guidelines including US Postal rates and regulations.
• Prepare outgoing mail and shipments by packaging, sorting, weighing, and stamping.
• Assist in keeping records of postage due and chargebacks for mail and shipments.
• Operate and maintain mailroom equipment, including postage meter, scale, inserter, and imaging equipment.
• Maintain PO permits, BRM accounts, postage accounts, and certified mail fees for all locations.

Customer Service

• Maintain professional and effective working relationships with employees at all levels of the organization.
• Maintain professional and effective relationships with vendors and external customers.

Vendor Relations

• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of engagement expectations and requirements.
• Maintain interaction between vendors and internal stakeholders to provide adequate communication.

Document Scanning

• Sort, prep, and scan paper documents.
• Follow retention guidelines for destruction of paper documents.

Learning, Development & Compliance

• Maintain full compliance with all organizational policies, procedures, and established standards (e.g., accurately recording time worked, submitting PTO, mandatory corporate training).
• Keep technical knowledge and skills current to effectively support department priorities.
• Complete all performance and development activities including the performance review process in a timely manner.
• Fulfill all required training and development obligations to maintain essential skills and credentials.
• Complete all mandatory compliance courses on time, meeting corporate training standards.
• Pursue additional learning opportunities that strengthen professional capabilities and contribute to team and organizational performance, with prior manager approval.

Other Duties As Assigned

• Support enterprise and departmental objectives by taking on assigned projects and delegated tasks with accountability, attention to detail, and timely execution.
• Identify and implement process improvements that enhance business efficiency and strengthen organizational effectiveness.
• Proactively provide regular updates to leadership on project status, deliverables, and outcomes.
• Maintain flexibility and agility to take on additional responsibilities as organizational needs evolve.

Pay

Salary range: $41,094 – $53,935. Compensation varies based on skills, knowledge, and education, considering factors such as specialized skills, depth of knowledge, and educational background.

Benefits

• Competitive compensation and incentive bonus plans.
• Medical, family and bereavement leave; same-sex domestic partner benefits.
• Short- and long-term disability programs and an employee assistance program.
• Health, dental, and vision insurance.
• Health care tax-free spending accounts with a company match.
• 401(k) and Roth IRA with company match, including catch-up plans.
• Vacation days, sick days, and paid personal days each calendar year (with vacation increases based on length of service).
• Paid holidays each calendar year.
• Life and travel insurance.
• Tax-free commuter benefits.
• In-person and online learning opportunities.
• Cross-function career opportunities.
• Business casual work environment.
• Time off to volunteer.
• Matching donations to qualifying nonprofit organizations.
• Company-sponsored participation at nonprofit events.

About The Doctors Company

The Doctors Company is the nation’s largest physician-owned medical malpractice insurer. Founded and led by physicians, we are committed to advancing, protecting, and rewarding the practice of good medicine. The Doctors Company is proud to be Certified™ by Great Place to Work®.