Manager, Mailroom

About the role

The Mailroom Manager is responsible for leading the daily operations of the NYBO Mailroom, including mail, package, sample, shipping, courier, inventory, and printer/MFD support services. This role ensures that mail room operations are executed accurately, efficiently, safely, and in alignment with business needs and service expectations. The position directly supervises the Mailroom team and is accountable for staff scheduling, workload management, training, performance expectations, and consistent service delivery. The role also manages inventory controls, ordering processes, vendor coordination, and operational reporting to support a reliable and well-organized workplace service environment. This position serves as the primary operational owner for Mailroom services, assigned supply inventory, and MFD/printer vendor management at NYBO, partnering closely with Corporate Properties, IT, HR, Loss Prevention, Procurement, vendors, business admins, and key stakeholders to support daily operations and continuous improvement.

Responsibilities

• Lead daily NYBO Mailroom operations, including inbound/outbound mail, packages, samples, shipping requests, courier coordination, and internal deliveries.
• Supervise, schedule, coach, and develop Mailroom staff to ensure appropriate coverage, accountability, and consistent service delivery.
• Assign daily work, balance workload, and adjust priorities based on business volume, urgent requests, and operational needs.
• Ensure mail, packages, and samples are received, tracked, sorted, and delivered accurately and timely.
• Maintain standard operating procedures, service expectations, escalation protocols, and a clean, safe, and organized mail room environment.
• Manage inventory control for assigned mail room, shipping, office, pantry, and operational supplies.
• Maintain appropriate par levels based on usage trends, business needs, seasonality, budget expectations, and available storage.
• Conduct routine inventory reviews, cycle counts, and reconciliations to ensure supply availability and accurate records.
• Place supply orders timely and resolve vendor issues related to delivery delays, backorders, substitutions, quality, or invoicing.
• Identify opportunities to improve inventory accuracy, reduce waste, standardize supplies, and manage costs.
• Serve as the primary operational contact for NYBO printer/MFD vendor support and service coordination.
• Monitor service requests, repair tickets, toner/supply replenishment, equipment uptime, recurring issues, and escalations.
• Coordinate vendor response for preventative maintenance, equipment repairs, replacements, and issue resolution.
• Partner with IT, Procurement, Corporate Properties, and business teams on printer placement, service needs, and usage concerns.
• Track vendor performance against service expectations, response times, open tickets, recurring issues, and service levels.

Competencies

• Building Effective Teams
• Develop Teams
• Collaboration
• Leading by Example
• Communicates Effectively
• Ensures Accountability & Execution
• Manages Conflict
• Business Acumen
• Plans, Aligns & Prioritizes
• Organizational Agility

Qualifications

• 7 to 10 years of experience in mailroom operations, workplace services, office services, logistics, facilities support, corporate services, or a related operational environment.
• 3 to 5 years of direct people leadership experience preferred, including scheduling, coaching, performance feedback, workload management, and team development.
• Strong knowledge of mailroom operations, shipping and receiving processes, package tracking, courier coordination, internal delivery practices, and workplace service standards.
• Experience managing inventory controls, par levels, ordering, supply replenishment, vendor coordination, and basic expense tracking.
• Demonstrated ability to manage daily tactical execution while identifying opportunities to improve processes, controls, service levels, and team performance.
• Strong customer service orientation with the ability to support associates, business admins, senior leaders, vendors, and cross-functional partners.
• Excellent written and verbal communication skills, with the ability to provide clear updates, set expectations, and escalate issues appropriately.
• Strong organizational skills with the ability to manage multiple priorities, changing business needs, and time-sensitive requests.
• Ability to use systems, portals, spreadsheets, dashboards, or reporting tools to track work, inventory, service requests, and performance metrics.
• Bachelor’s degree in business, operations, facilities management, logistics, or related field preferred, or equivalent combination of education and relevant work experience.

Physical requirements

Job occasionally requires bending, kneeling, reaching and lifting to 50 pounds. Routine deadlines; work volume may vary seasonally; priorities can be anticipated. This role requires full-time in-office presence, including to engage in in-person team interaction, meetings and collaboration, client support, mentoring, coaching, and/or feedback.

Supervisory responsibilities

Supervises Mail Clerk(s).

Pay

The base pay range for this role is $96,700.00 to $146,050.00. The base pay range is dependent on factors including, but not limited to, experience, skills, qualifications, relevant education, certifications, seniority, and location. The range listed is just one component of the total compensation package for employees. Other rewards vary by position and location.