Facilities Mailroom Team Lead

About the role

The Facilities Mailroom Team Lead is responsible for overseeing the daily operations of the mailroom to ensure the accurate, timely, and secure processing of incoming and outgoing mail, packages, and courier services. This 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 Team Lead serves as the secondary point of contact for operational issues, supports employee training and development, maintains inventory of mailroom supplies and equipment, and coordinates with internal departments and external delivery vendors to ensure efficient mail distribution. This position 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.

Position Location: 100% remote

Supervisory Responsibilities

• Oversee and coordinate daily workflow within the mailroom to ensure efficient processing and distribution of incoming and outgoing correspondence.
• Provide chairside training and support for newly onboarded employees, promoting consistency with established workflows and best practices.
• Assist in the development and maintenance of training materials, including PowerPoint presentations 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.

Duties

• 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.

Requirements

• High School Diploma or Equivalent
• One year of clerical, mailroom, or office experience or equivalent combination of education and experience

Skills and Abilities

• Working knowledge of computers and software including but not limited to Microsoft Office products.
• Work in a fast-paced environment.
• Demonstrated organizational, problem solving, and analytical skills as well as detail oriented.
• Strong written, telephonic, and oral communication skills.
• Demonstrated ability to work independently, prioritize workloads, multi-task and manage priorities to meet deadlines.
• Ability to meet deadlines, handle stress, interacts professionally with others.

Benefits

• Multiple Health plan options
• Company paid employee premiums for disability and life insurance
• Parental Leave Policy
• 20 days PTO to start / 10 Paid Holidays
• Tuition reimbursement
• 401k Company contribution
• Company paid Short & Long term Disability plus Life Insurance
• Professional development initiatives / continuous learning opportunities
• Opportunities to participate in and support the company's diversity and inclusion initiatives