Mailroom Coordinator

Location: Pensacola, FL | Type: Contract

About the role

This onsite position involves managing incoming and outgoing mail, packages, and shipments while ensuring accurate tracking, documentation, and delivery across multiple buildings and departments.

Responsibilities

• Receive, sort, process, and distribute incoming mail and packages from USPS, FedEx, UPS, DHL, courier services, and other carriers.
• Prepare and process outgoing shipments, ensuring compliance with carrier requirements and organizational procedures.
• Maintain accurate records for accountable and trackable mail using package tracking software and internal logging systems.
• Research, resolve, and follow up on delivery discrepancies, lost packages, misrouted mail, and tracking issues.
• Obtain signatures and maintain chain-of-custody documentation for accountable items.
• Perform scheduled mail and package deliveries throughout multiple buildings and departments.
• Provide exceptional customer service while interacting with employees, vendors, and delivery personnel.
• Operate mail processing equipment, postage systems, scanners, and shipping software.
• Assist with inventory management of shipping and mailing supplies.
• Maintain organized mailrooms, storage areas, and delivery routes.
• Ensure compliance with company policies, security procedures, and confidentiality requirements.
• Support special projects, office moves, bulk mailings, and departmental initiatives as assigned.

Requirements

• High school diploma or GED.
• Minimum of 1-3 years of mailroom, shipping/receiving, logistics, warehouse, courier, or related experience preferred.
• Experience handling USPS, FedEx, UPS, and other commercial carrier services.
• Working knowledge of package tracking systems, barcode scanners, shipping software, and Microsoft Office applications.
• Strong attention to detail with the ability to accurately track and document shipments.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Demonstrated customer service skills and a professional demeanor.
• Ability to prioritize multiple tasks in a fast-paced environment.

Physical Requirements

• Ability to walk extended distances throughout the workday while making scheduled deliveries.
• Ability to consistently lift, carry, push, and pull up to 50 pounds.
• Ability to bend, stoop, reach, climb stairs, and stand for extended periods.
• Ability to move mail carts, package containers, and delivery equipment safely.
• Ability to perform repetitive physical tasks throughout the shift.

Preferred Qualifications

• Experience working in a corporate mail center, financial institution, government facility, or large campus environment.
• Experience with accountable mail, certified mail, registered mail, and package tracking systems.
• Familiarity with inventory tracking and recordkeeping procedures.
• Knowledge of shipping regulations and carrier requirements.
• Experience operating mail meters, postage systems, and shipping platforms.

Skills

• Reliability and dependability
• Attention to detail
• Customer service orientation
• Accountability and integrity
• Problem-solving skills
• Time management
• Adaptability and flexibility
• Teamwork and collaboration
• Safety awareness
• Technology proficiency

Working Conditions

This position requires frequent movement throughout office buildings and campus locations, regular lifting and transporting of packages, and continuous interaction with employees, carriers, and vendors. The employee must meet established delivery schedules while maintaining accuracy and professionalism.

Pay

$21.00/hr (W2)

Benefits

Eligible employees receive 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.