Mail Coordinator

About the Role

We are seeking a Mail Coordinator to join our team in Vienna, VA, on a contract basis. This role is onsite and involves managing the delivery of inbound mail and packages, internal documents, and facilitating the handling and transport of outbound mail and packages.

Responsibilities

• Deliver mail and packages to all departments within the organization.
• Ensure timely collection, handling, and transport of outbound enterprise correspondence and packages.
• Maintain accurate records of mail handling activities.
• Collaborate with internal customers and business partners to ensure smooth operations.
• Deliver inbound USPS correspondence and express packages accurately and promptly across campus.
• Collect and deliver internal correspondence, documents, packages, and orders efficiently.
• Utilize internal tracking systems to scan and document chain of custody records for inbound express items and internal packages.
• Organize, review, and timestamp USPS correspondence for distribution to on-campus contact points.
• Identify employee locations and facilitate deliveries using available tools and resources.
• Research and re-route mail when necessary.
• Establish and maintain effective communication with business units, partners, and internal customers.
• Retrieve and transport outbound mail, enterprise correspondence, and packages from drop-off locations to the Mail Center for shipping.
• Process time-sensitive mailings and projects responsibly.
• Assist employees with mail inquiries, supplies, and challenges.
• Research and verify address information requests with relevant agencies.
• Maintain current knowledge of organizational and enterprise structure to ensure accurate deliveries.
• Assist with campus signage placement if necessary.
• Manage processing of time-sensitive packages, supplies, and projects.
• Assist with training new employees on team operations and initiatives if needed.
• Ensure scanned documents meet quality standards and are processed accurately.
• Retrieve interoffice mail, documents, and packages for enterprise distribution.
• Inspect, sort, store, and distribute controlled forms as needed.
• Safeguard controlled forms and secure items, maintaining vault access control.
• Investigate, report, and reconcile inventory discrepancies of Controlled Forms.
• Manage delivery confirmation records for shipped controlled forms.
• Conduct daily checks on campus mail rooms.
• Maintain campus mail rooms and ensure efficient operation.
• Independently sort, route, validate, index, and assign physical and electronic mail/documents.
• Perform other related duties as assigned.

Requirements

• Strong attention to detail.
• Ability to collaborate within a team environment and across departments.
• Experience in a high production environment managing multiple deadlines.
• Skills in managing multiple responsibilities independently and in teams.
• Strong judgment and decision-making skills based on collected and analyzed information.
• Effective interpretation and following of instructions, guidelines, procedures, and practices.
• Strong verbal and written communication skills.
• Excellent research, analytical, and problem-solving abilities, providing exceptional customer service.
• Strong time management skills with the ability to prioritize effectively.
• Demonstrated experience in a mail room or office environment.
• Working knowledge of courier software programs (FedEx, USPS, UPS).
• Proficiency with Microsoft Office products.
• Familiarity with computer systems and software.
• Experience in a customer service-oriented environment.
• Knowledge of organizational functions, policies, and procedures is a plus.

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.