Mail Services Specialist

As a Mail Services Specialist at a major financial institution, you’ll play a key role in processing, preparing, and delivering mail, packages, and print materials across Host-supported locations. Working closely with a small team, you’ll ensure timely, secure handling of documents and maintain strict confidentiality.

This position requires a high level of customer service, attention to detail, and professionalism to manage daily tasks effectively.

Responsibilities:

• Mail & Document Delivery: Receive, sort, and deliver mail, packages, and stationery as per the daily schedule; ensure timely distribution or notify consignees if delayed.
• Print & Bind Services: Prepare and bind documents as requested by clients with high-quality control.
• Supply & Inventory Management: Monitor, replenish, and stock mail and postage supplies, and maintain copy room supplies.
• Audit & Inspection: Inspect all delivered items against invoices for accuracy and safety; approve or reject based on inspection standards.
• Shipment Processing: Coordinate outgoing shipments with vendors, apply proper postage, and notify clients of arrangements.
• First Response on Copier Needs: Clear jams, perform light troubleshooting, and request technical support as needed.
• Additional Duties: Manage conference room setups, respond to online print requests, and provide professional phone support as needed.

Safety & Compliance Responsibilities:

• Complete all required HSE (Health, Safety, and Environment) training.
• Follow all safety procedures, wear PPE, and report unsafe conditions.
• Participate in HSE activities and only operate equipment when properly trained and authorized.

Qualifications:

• Education: High School diploma or GED required.
• Experience: 1-2 years of mailroom or related administrative experience preferred.
• Technical Skills: Intermediate proficiency in Microsoft Office Suite; familiarity with mobile technologies and ability to record inventory in computer systems.
• Physical Requirements: Able to lift up to 50 lbs and assist with warehouse operations as needed.
• Communication Skills: Strong verbal and written communication; ability to professionally interact with clients and colleagues.
• Customer Service Skills: Friendly, engaging demeanor; capable of empathizing and responding to client needs.
• Financial Acumen: Basic knowledge of financial terms and principles.