Facilities Mailroom Supervisor

About the role

Imagine360 is seeking a Facilities Mailroom Supervisor to oversee the daily operations of the mailroom, ensuring accurate, timely, and secure processing of incoming and outgoing mail, packages, and courier services. The role provides leadership and guidance to mailroom staff, assigns daily workloads, monitors productivity, and ensures compliance with company policies, postal regulations, and service‑level expectations. The supervisor also assists with process improvements, maintains accurate records and reporting, resolves support services concerns, and promotes a safe, organized, and professional work environment while supporting the organization’s overall business operations.

Responsibilities

• Oversee and coordinate daily workflow within the mailroom team to ensure efficient processing and distribution of incoming and outgoing correspondence.
• Assist in the development and maintenance of training materials and Standard Operating Procedures (SOPs).
• Support cross‑functional initiatives by coordinating special projects and providing administrative assistance to various departments as assigned.
• Serve as a secondary point of contact for vendors, contractors, and service providers, fostering professional relationships and assisting with coordination as needed.
• Lead, attend, and participate in 1:1s, team meetings, trainings, and other job‑specific events as required.
• Monitor employee schedules and PTO coverage to meet business needs.
• Monitor employee productivity and provide constructive feedback and coaching.
• Communicate professionally and effectively.
• Perform other duties and projects assigned.
• Develop and maintain department policies and procedures.
• Monitor office supply inventory and assist with ordering and replenishing materials to support daily operations.
• Track assigned tasks, project milestones, and deadlines to ensure timely completion and effective follow‑through.
• Ensure all end‑of‑day backlog reports are accurately completed, collected, and distributed to the appropriate departments and stakeholders.
• Maintain organized filing systems and accurate recordkeeping within the mail filing room, ensuring documents are properly stored and easily accessible.
• Handle confidential and sensitive information with professionalism, discretion, and integrity.
• Hire, train, and professionally develop staff effectively.
• Provide daily team direction, coaching, and feedback, including scheduling, performance feedback, attendance monitoring, workflow assignment, and escalation support.
• Adapt flexibly to change and manage escalation handling.

Requirements

• High School Diploma or GED (required).
• Previous leadership experience, such as Team Lead or Account Management (preferred).
• Bachelor’s degree (preferred).

Skills

• Working knowledge of computers and software, including Microsoft Office products.
• Ability to work in a fast‑paced environment.
• Demonstrated organizational, problem‑solving, and analytical skills; detail‑oriented.
• Strong written, telephonic, and oral communication skills.
• Ability to work independently, prioritize workloads, multitask, and manage priorities to meet deadlines.
• Ability to handle stress, meet deadlines, and interact professionally with others.

Physical Requirements

• Stand, walk, bend, reach, lift, carry, push, and pull mail trays, packages, carts, and office supplies throughout the workday.
• Frequent movement between work areas, handling incoming and outgoing mail, and operating standard mailroom and office equipment.
• Lift or move items with assistance as appropriate.
• Perform duties with or without reasonable accommodation; Imagine360 will provide accommodations when Human Resources is aware of the need.

Benefits

• Multiple health plan options.
• Company‑paid employee premiums for disability and life insurance.
• Parental leave policy.
• 20 days PTO to start plus 10 paid holidays.
• Tuition reimbursement.
• 401(k) company contribution.
• Company‑paid short‑ and long‑term disability plus life insurance.
• Professional development initiatives and continuous learning opportunities.
• Opportunities to participate in and support the company’s diversity and inclusion initiatives.