Asst. Site Manager - High Volume Mail/Scanning

About the role

IST Management Services is the fastest-growing national facilities management company, specializing in Business Process Outsourcing (BPO) solutions. We provide cutting-edge support in physical and digital information management, including Facilities Management, eDiscovery, and Electronic Document Services.

The Assistant Manager will support the Site Manager in overseeing daily operations of a high-volume Scanning, Copy, and Mail Services team. This role requires hands-on leadership, attention to detail, and the ability to ensure a high standard of client satisfaction and employee performance. The ideal candidate will demonstrate excellent communication, problem-solving, and organizational skills, as well as a strong commitment to operational excellence.

Responsibilities

• Supervise and coordinate day-to-day operations of scanning, copying, and mail functions
• Provide leadership and direction to team members, including scheduling, task delegation, and performance oversight
• Ensure production quality standards, turnaround times, and client SLAs are consistently met
• Train, coach, and mentor team members to enhance skill development and service quality
• Support and step in for the Site Manager as needed, including attending client meetings and reporting
• Maintain accurate documentation, including job logs, time records, and productivity reports
• Troubleshoot issues with equipment, workflow, and client needs to maintain smooth operations
• Monitor inventory of supplies and coordinate with vendors or management for replenishment
• Foster a professional, service-oriented environment that aligns with IST’s values and client expectations
• Oversee the execution of high-volume mail scanning and document production tasks, ensuring accuracy, efficiency, and compliance with service level agreements
• Manage daily workflow and task assignments for the scanning, copying, and mail team to meet client deadlines and quality expectations
• Monitor staff performance and provide on-the-job training, coaching, and support to maintain high service standards
• Serve as the primary point of contact for escalated client requests or operational issues, ensuring prompt and professional resolution
• Ensure team adherence to established procedures and protocols for handling confidential and time-sensitive materials
• Coordinate maintenance and troubleshooting of scanning, imaging, and mailing equipment to minimize downtime and disruptions
• Assist the Site Manager with reporting, staffing, and continuous process improvement initiatives to drive productivity and client satisfaction

Requirements

• Prior experience in a mailroom, scanning, copy center, or facilities services environment required
• Excellent organizational and multitasking skills
• Proficiency with scanning and imaging systems and standard office equipment
• Strong customer service and communication skills
• Ability to work Monday–Friday within a shift range of 6:00 AM – 7:00 PM
• High school diploma or equivalent required; additional education or certifications a plus
• Must have access to reliable transportation
• Professional appearance and demeanor
• Lifting up to 55 pounds
• Must be able to pass a drug screening and background checks

Benefits

• Medical, Dental, Vision
• Short-Term Disability (STD), Long-Term Disability (LTD), Life Insurance
• 401k retirement plan
• Paid Time Off
• Pet Insurance
• Bonus Incentives

Career development and leadership training opportunities, a professional, client-focused, and fast-paced work environment, and a chance to lead within one of the fastest-growing companies in the industry.

Pay

Hourly compensation: $23.00–$24.00 USD per hour, depending on production experience.

Schedule

Monday–Friday, 6:00 AM–7:00 PM.