Correspondence Coordinator

Description

POSITION SUMMARY The Correspondence Coordinator is the entry-level partner in our two-person mailroom and the dual-control counterpart to the Senior Correspondence Coordinator. After the Senior scans inbound mail, you take custody of the physical originals — including premium checks — and own deposit preparation, secure storage, and all outbound mail. You will close the day with the Senior on a joint reconciliation that confirms every check is accounted for. This is a role of financial trust and a strong starting point for a career in annuity operations.

Core Responsibilities

• Take custody of scanned originals from the Senior Correspondence Coordinator and store them in the dual-control bonded cabinet
• Maintain the Custody Chain Log — every transfer of negotiable instruments captured with timestamps, item counts, dollar totals, and dual signatures
• Prepare daily deposits: complete remote deposit capture (RDC) scanning, submit within same-day cutoff, and post the deposit confirmation back to the Trellis Admin System (TAS)
• Prepare and meter all Trellis outbound mail through the Quadient platform; coordinate carrier pickups (USPS, FedEx, UPS) and maintain manifest records for trackable shipments
• Process returned mail and escalate any discrepancies, custody breaks, or fraud signals to the Senior Correspondence Coordinator the same day they’re identified
• Run end-of-day reconciliation jointly with the Senior Correspondence Coordinator, secure all originals in the dual-key bonded cabinet, and complete required compliance training and audits

Qualifications

— REQUIRED 1+ year in a financial services mailroom, bank operations, document processing, retail banking, or other regulated cash-handling environment
Familiarity with remote deposit capture (RDC) systems, or willingness to be trained within the first 30 days
Comfort preparing outbound mail and coordinating with carriers (USPS, FedEx, UPS), with strong reconciliation and log-keeping habits
High school diploma or GED, proficiency in Microsoft Office
Ability to learn web-based platforms
Must pass a background check including criminal and financial screening

Qualifications - Preferred

• Prior experience in annuity, life insurance, or retirement plan operations
• Familiarity with Quadient mailing technology, postage meter systems, or comparable mail platforms
• Prior experience with bank deposit workflows, treasury operations, or AP/AR processing in a SOC 1-audited environment

Physical Requirements

• Ability to sit, stand, and walk for extended periods during processing shifts
• Ability to lift and carry mail trays and boxes up to 30 pounds
• Manual dexterity required for sorting, scanning, and operating office equipment
• Ability to read fine print on checks, correspondence, and system screens

About Us

At Trellis Financial, we're on a mission to change how Americans plan for retirement. We're an annuity company built to deliver simple, competitive products through independent distribution channels. We have the fundamentals every annuity company needs (regulatory footing, capital, and decades of experience) without any of the traditional constraints. Our proprietary technology stack allows us to modernize how an annuity company operates and pursue opportunities beyond traditional retirement products. We're hiring problem solvers and builders who thrive in a high-stakes, regulated environment. Every role at Trellis is a skill position, and every employee gets to watch their work impact policyholders, agents, and the industry in real time.