Mailroom Specialist

Full-time position located in Virginia Beach, Virginia.

Schedule

Monday – Friday, 8:30 AM – 5:00 PM

Pay

$19 - $21 per hour (higher compensation may be considered based on experience, qualifications, and internal equity)

About the role

Responsible to the Facilities Manager for all phases of supply ordering, supply inventory management, and accurate processing and distribution of incoming and outgoing mail. Maintains internal controls and records to efficiently manage stock levels and replenishment needs. Ensures supply requisition orders are filled and that each department is billed correctly.

Responsibilities

• Receives, approves, and fills supply orders for all branches, departments, and the enterprise
• Ensures supply stocks are properly maintained and replenished as needed
• Maintains computer records of supply requisitions and charges, ensuring each branch and department is billed correctly
• Verifies accuracy and approves supply and UPS invoices for payment
• Checks shipments to ensure quality and quantity of purchased items
• Monitors all purchase requisitions and handles adjustments with vendors
• Updates supply catalog as needed
• Coordinates with Accounting on invoices and purchase orders
• Performs research activities to determine a list of possible vendors
• Coordinates order status report submissions from suppliers
• Resolves changes and discrepancies and updates purchase order information accordingly
• Performs routine purchase order review, follow-up, and expediting of orders
• Receives, sorts, and counts incoming mail and distributes it to appropriate departments
• Accepts outgoing mail to sort, count, weigh, and apply postage
• Maintains detailed log of incoming USPS, UPS, FedEx, Staples, legal documents, and miscellaneous items and notifies appropriate team members
• Collects and distributes interoffice mail periodically during the week and as needed upon request
• Establishes and maintains quality controls to assure accuracy in work
• Communicates professionally and courteously with suppliers to build and maintain healthy business relationships
• Provides solutions to management for streamlining processes and reducing costs
• Provides access to, and removes/maintains, team member UPS and Staples accounts
• Acts as the liaison among team members and shipping and supply vendors
• Partners with Human Resources team to prepare, label, and distribute name tags for new hires
• Assists team members as requested with printing, scanning, mailing, shipping labels, and other special projects
• Receives, logs, and submits invoices for building maintenance and supplies
• Maintains café inventory and supplies for Headquarters
• Performs other duties as assigned

Requirements

• Ability to open, sort, and accurately distribute all incoming mail daily (Postal, FedEx, UPS, courier, etc.)
• Ability to sort, count, weigh, and apply postage to outgoing mail and packages utilizing UPS or similar web-based programs
• Ability to maintain document tracking logs for both outbound and incoming mail/documents using Excel and/or similar database software programs
• Good verbal and written communication, interpersonal, organizational, and time management skills
• Maintains professional attitude at all times
• Ability to prepare reports
• Attention to detail and accuracy in distributing mail
• Proficiency in Excel, Word, Outlook, postage systems, and inventory management
• Ability to maintain building security by monitoring courier access to the mailroom
• Good credit history

Qualifications

• Associate degree or equivalent experience preferred
• Approximately 3-5 years as a purchasing agent or equivalent position preferred

Benefits

Chartway offers a competitive salary and a comprehensive benefits package.