Mail Operations Specialist 3371-1

About the role

The Administrative Support – Mailroom Representative is responsible for the accurate, timely, and secure handling of incoming and outgoing mail, documents, shipments, faxes, and internal correspondence. This role supports multiple departments by sorting, scanning, routing, and distributing patient, insurance, claims, and general business correspondence while maintaining strict compliance with company policies, HIPAA requirements, and applicable privacy regulations. The ideal candidate is detail-oriented, organized, dependable, and comfortable managing multiple priorities in a fast-paced office environment.

This is an onsite administrative support role in a structured office environment. The Mailroom Representative will regularly use computers, scanners, printers, fax equipment, postage and shipping systems, and document-imaging tools. The position may require moving, organizing, and distributing mail, packages, supplies, and records throughout the office.

Responsibilities

• Receive, sort, scan, route, and distribute incoming mail, including returned mail, patient correspondence, insurance correspondence, claims-related documents, and other business communications.
• Scan incoming documents into the appropriate imaging or document-management system for review and processing by internal departments.
• Print HCFA forms, Explanation of Benefits (EOBs), and related attachments from IMX or other internal systems; prepare materials for mailing.
• Process and distribute outgoing mail, including standard mail, interoffice mail, patient correspondence, insurance correspondence, and other departmental communications.
• Receive, organize, and distribute incoming packages, deliveries, shipments, faxes, and other documents to the appropriate regions, teams, or departments.
• Prepare UPS, FedEx, and other carrier shipments through online shipping platforms.
• Ensure documents, mail, and packages are accurately labeled, securely handled, and delivered within required timelines.
• Perform data-entry tasks and assist with claims-related projects as assigned.
• Maintain mailroom inventory, including supplies, forms, envelopes, shipping materials, and related operational items.
• Conduct quality-control checks to ensure documents are processed accurately, completely, and in accordance with established procedures.
• Support special operational projects, administrative assignments, and cross-functional team processing areas as directed by management.
• Identify workflow trends, recurring issues, and opportunities for process improvement; communicate findings to regional management.
• Maintain confidentiality of protected health information and other sensitive information at all times.
• Comply with all company policies, compliance standards, governmental regulations, and HIPAA privacy and security requirements.
• Perform other duties and responsibilities as assigned.

Requirements

High school diploma, GED, or equivalent work experience required.

Qualifications

• Previous experience in a mailroom, administrative support, document processing, records management, healthcare office, claims environment, or high-volume data-entry setting preferred.
• Experience handling confidential records, patient information, insurance correspondence, or claims documents is a plus.
• Familiarity with document imaging, scanning, mail-processing equipment, and online shipping platforms preferred.
• Knowledge of Intermedix imaging solutions or similar document-management systems is preferred but not required.
• Reliable and punctual with a strong sense of ownership over daily responsibilities.
• Comfortable working in a fast-paced, deadline-driven environment.
• Customer-service oriented when interacting with internal departments, regional teams, and delivery vendors.
• Able to maintain productivity and accuracy while handling repetitive processing tasks.
• Committed to confidentiality, compliance, and secure document handling.

Skills

• Basic computer proficiency, including data entry, email, web-based systems, and document-management platforms.
• Strong attention to detail and