Mail Operations Specialist

About the role

We are seeking a dependable Mail Operations Specialist to ensure mail, packages, and documents are processed accurately, securely, and on time. In this role, you will help keep daily operations running smoothly by managing incoming and outgoing shipments, scanning documents, maintaining organized records, and supporting a clean and efficient mailroom.

Responsibilities

• Receive, sort, and distribute incoming USPS mail
• Process and deliver packages throughout the facility
• Prepare outgoing mail and packages using approved carriers
• Track and document outgoing shipments
• Recommend cost-effective shipping options when appropriate
• Scan documents according to department specifications
• Verify file names, indexing, and scan quality
• Coordinate document storage and retrieval requests
• Maintain an organized, clean, and well-stocked mailroom
• Operate postage meters, scanners, photocopiers, and manual or powered pallet jacks
• Collaborate with internal teams to complete mail and package requests accurately
• Follow all safety, security, and information-handling procedures
• Identify and report workplace or information-security risks
• Provide backup operational support as needed

Requirements

• High school diploma or GED required
• At least three years of experience in mailroom operations, shipping and receiving, administrative support, or a related field
• Strong organizational and time-management skills
• Excellent attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Effective written and verbal communication skills
• Ability to work independently with minimal supervision
• Professional and collaborative approach when working with employees at all levels
• Strong problem-solving skills and technical aptitude
• Proficiency with Microsoft Word, Excel, and Outlook
• Comfort working with multiple software applications

Preferred Qualifications

• Associate degree
• Five years of relevant work experience
• Previous administrative or operational support experience

Occasional after-hours work and minimal travel may be required.