Mailroom Services Associate

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Position Overview

The Mailroom Associate is responsible for providing exceptional mailroom, shipping, receiving, and distribution services within a professional corporate environment. This position supports daily business operations by receiving, processing, sorting, tracking, and distributing incoming mail and packages, as well as preparing and processing outgoing shipments.

The role requires a strong focus on accuracy, organization, efficiency, and customer service while ensuring that mailroom operations run smoothly and materials are handled in a timely and secure manner.

In addition to primary mailroom responsibilities, this position may be cross-trained to provide support across other workplace service areas, including document scanning, facilities services, and reception or concierge coverage, based on client needs and operational requirements. The ideal candidate is adaptable, dependable, detail-oriented, and comfortable balancing multiple responsibilities while maintaining a high level of professionalism.

Duties and Responsibilities

Mailroom Operations & Distribution

• Receive, sort, process, and distribute incoming mail, packages, and deliveries to the appropriate employees or departments.

• Manage outgoing mail and package transactions, ensuring items are properly prepared, labeled, processed, and shipped.

• Maintain accurate records of mail and package receipt, distribution, mailing dates, and other required information.

• Utilize mail tracking and chain-of-custody systems to document and monitor mail and package activity.

• Notify employees of incoming mail and package deliveries through email or designated communication systems.

• Serve as a primary point of contact for employee inquiries regarding mail, packages, and shipping requests.

• Ensure mail and packages are handled, stored, and distributed appropriately and in accordance with established procedures.

• Assist with shipping and receiving activities, including verifying incoming materials, reviewing packing slips, and preparing outgoing shipments.

• Operate mailroom equipment, including postage meters, mail folding and inserting machines, multifunction printers, and other related equipment.

• Monitor mailroom equipment functionality and replenish necessary supplies such as postage, paper, labels, and packaging materials.

Workplace & Office Services Support

• Maintain the mailroom and designated Business Service Center areas in a clean, organized, and professional manner.

• Monitor office supply inventory and replenish or coordinate orders as needed.

• Assist with organizing supply closets, storage areas, and other designated workplace spaces.

• Submit work orders or maintenance requests when necessary.

• Proactively identify opportunities to support overall office operations and assist with additional tasks during periods of lower mailroom activity.

• Collaborate with SPS colleagues, client representatives, and other service teams to ensure consistent and efficient service delivery.

Cross-Functional Workplace Support

• Participate in cross-training to support additional workplace service areas based on client needs and business requirements.

• Provide document scanning, sorting, indexing, and electronic distribution support as assigned.

• Assist with facilities-related responsibilities, including general office upkeep, conference room resets, supply replenishment, and workplace organization.

• Provide backup reception, lobby, or concierge coverage as needed, including greeting visitors, responding to inquiries, and directing guests appropriately.

• Assist with conference room setups, meeting support, and other general office service requests as needed.

• Adapt to changing priorities and provide assistance across service areas to support overall site operations.

Customer Service & General Responsibilities

• Deliver exceptional, responsive, and professional customer service to employees, visitors, clients, and vendors.

• Maintain professionalism and composure when handling employee inquiries, sensitive requests, and service-related concerns.

• Build and maintain positive working relationships with clients, employees, vendors, and internal teams.

• Communicate effectively regarding service requests, delivery issues, and operational needs.

• Follow established policies, procedures, and service standards.

• Assist with training backup personnel and providing guidance on mailroom processes and procedures.

• Proactively seek out additional responsibilities and opportunities to contribute to the success of the team.

• Perform other related duties as assigned.

Driving and Transportation

• Operate a company vehicle to transport and deliver mail, packages, and other materials between designated corporate offices, client locations, and external mailing or shipping facilities (e.g., USPS, FedEx, UPS). 
  • Ensure items are handled securely, deliveries are completed accurately and timely, and all driving activities are conducted safely and in accordance with company policies.

Qualifications & Education Requirements

• High school diploma or equivalent required.

• Two or more years of prior work experience preferred.

• Previous experience in mailroom operations, shipping and receiving, distribution, warehouse operations, office services, or customer service preferred.

• Experience operating mailroom equipment, multifunction printers, or other office equipment is a plus.

• Strong organizational skills and attention to detail.

• Excellent written and verbal communication skills.

• Basic computer proficiency, including Microsoft Office applications and the ability to learn computer-based systems.

• Ability to manage multiple tasks simultaneously while maintaining accuracy and efficiency.

• Ability to work independently, follow established procedures, and complete assigned responsibilities with minimal supervision.

• Strong customer service skills and the ability to interact professionally with employees, clients, visitors, and vendors.

• Flexible and adaptable, with a willingness to cross-train and support other workplace service functions as needed.

• Ability to maintain a professional appearance and attitude.

• Ability to work assigned schedules and hours as determined by management.

• Must adhere to all company policies and procedures.

• Must possess a valid U.S. driver's license and maintain the ability to meet company driving and insurance eligibility requirements.

• Must maintain a driving record that meets SPS safety and Motor Vehicle Record (MVR) standards. Employment in this position may be contingent upon successful completion of a driving record review.

Core Competencies

• Customer Service Orientation: Demonstrates a commitment to providing prompt, courteous, and professional service.

• Attention to Detail: Ensures mail, packages, shipping documentation, and records are handled accurately.

• Organization & Time Management: Effectively prioritizes daily responsibilities and maintains an organized work environment.

• Adaptability & Flexibility: Willingness to learn new processes, cross-train, and assist across multiple workplace service areas.

• Communication: Communicates effectively with employees, clients, vendors, and team members.

• Problem-Solving: Recognizes operational issues and takes appropriate steps to resolve or escalate concerns.

• Accountability & Initiative: Takes ownership of assigned responsibilities and proactively identifies opportunities to support the team.

• Professionalism: Maintains a positive, dependable, and professional demeanor in all workplace interactions.

Physical Requirements

Approximately 50% of the time, this position requires the following physical activities:

• Fine and gross motor skills, including the ability to grasp, lift, carry, and move mail, packages, supplies, and other materials.

• Ability to push, pull, and maneuver packages on standard wheeled carts with a load capacity of up to 60 pounds.

• Ability to lift or move 40 pounds or greater frequently.

• Ability to walk, bend, kneel, stand, and/or sit for extended periods of time.

• Manual dexterity required to operate office machinery and equipment, including postage meters, printers, scanners, mail processing equipment, and computers.

• Ability to communicate and discern information effectively with onsite staff through vision, hearing, and oral and written comprehension.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.