Senior Correspondence Coordinator

Description

The Senior Correspondence Coordinator is the senior partner in our two-person mailroom and the operational link between inbound mail and the Trellis Admin System (TAS).

• Handle the daily intake, scanning, classification, and routing of all correspondence.
• Own three areas beyond day-to-day processing: mailroom inventory and supplies, vendor relationships (Quadient, USPS, FedEx, UPS), and the workflow that connects scanned documents to the right TAS queue.

This is a role of real financial trust—you’ll work in dual control with the Correspondence Coordinator on every check that comes through the door.

Core Responsibilities

• Open, log, and route all inbound mail in the secure mailroom area, working in dual control with the Correspondence Coordinator.
• Scan documents at production quality, apply Trellis naming conventions, and route each item to the right TAS queue using the inbound mail taxonomy (i.e., New Business, Service Request, 1035, Complaint, Legal, Payment).
• Endorse and stamp checks per Trellis check-handling standards; transfer all originals to the Correspondence Coordinator for storage and deposit prep before end of day.
• Run end-of-day reconciliation jointly with the Correspondence Coordinator and resolve any variance same-day; escalate legal files, regulatory mail, complaints, or unidentified payments immediately.
• Own the inventory program for mailroom supplies, scanning consumables, postage, and bonded check stock.
• Manage the day-to-day relationship with mailroom vendors (Quadient, USPS, FedEx, UPS, scanner service).
• Own the mailroom-to-TAS workflow: classification taxonomy, routing rules, and naming standards; lead UAT for any change that affects mailroom workflows; cross-train and mentor the Correspondence Coordinator.
• Maintain scanner equipment, complete required compliance training, and protect the confidentiality of every piece of policyholder information that passes through the mailroom.

Qualifications

• 3+ years in a financial services mailroom, document processing center, bank operations, or insurance company environment, with progression into work involving inventory, vendors, or workflow design.
• Hands-on experience operating production document scanners, with a strong eye for image quality.
• Comfort owning operational inventory or supply controls in a regulated environment.
• Experience as the day-to-day point of contact for vendors, equipment service providers, or document/print partners.
• Prioritizing documentation of workflows (process maps, decision trees, classification taxonomies) and participation in UAT or system design discussions.
• A high school diploma or GED, proficiency in Microsoft Office, and ability to learn web-based platforms.
• Must pass a background check including criminal and financial screening.

Preferred Qualifications

• Prior experience in annuity, life insurance, or retirement plan operations.
• Familiarity with remote deposit capture (RDC), document management systems (DocuWare, PaperVision, Laserfiche, ImageRight), or USPS bulk mail workflows.
• Working knowledge of Quadient, postage meter systems, or comparable mail-processing platforms.

Physical Requirements

• Ability to sit, stand, and walk for extended periods during processing shifts.
• Ability to lift and carry mail trays and boxes up to 30 pounds.
• Manual dexterity required for sorting, scanning, and operating office equipment.
• Ability to read fine print on checks, correspondence, and system screens.

About Us

At Trellis Financial, we're on a mission to change how Americans plan for retirement. We're an annuity company built to deliver simple, competitive products through independent distribution channels. We have the fundamentals every annuity company needs (regulatory footing, capital, and decades of experience) without any of the traditional constraints. Our proprietary technology stack allows us to modernize how an annuity company operates and pursue opportunities beyond traditional retirement products. We're hiring problem solvers and builders who thrive in a high-stakes, regulated environment. Every role at Trellis is a skill position, and every employee gets to watch their work impact policyholders, agents, and the industry in real time.