Mailroom Job Description
Mailroom
provides the Manager with updates on all issues regarding quality, training, policy, procedures, personnel, and departmental performance levels.
Mailroom Duties & Responsibilities
To write an effective mailroom job description, begin by listing detailed duties, responsibilities and expectations. We have included mailroom job description templates that you can modify and use.
Sample responsibilities for this position include:
Assist with metering outgoing mail for collection by the Postal Service by the close of the business day
Stage hard copy outbound mail for final checker and reviewer before delivery via best practice and corporate mailing procedures to central mail facility
Process outgoing US mail including sealing, weighing, posting and sorting
Ensure all operational procedures are followed
Opening and reading mail as necessary to determine appropriate routing
Sorting and separating claims related mail
Distributing all mail and inter-office mail and materials
Processing outgoing mail and UPS
Maintaining inventories of office supplies
Offsite storage inventory and requests for offsite record retrieval
Mailroom Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Mailroom
List any licenses or certifications required by the position: DOT, IATA, CPR, USPS, OSHA
Education for Mailroom
Typically a job would require a certain level of education.
Employers hiring for the mailroom job most commonly would prefer for their future employee to have a relevant degree such as High School and Associate Degree in General Education, Education, Supervision, Associates, Business, Technical, Management, Graduate, Business/Management, Accounting
Skills for Mailroom
Desired skills for mailroom include:
Job
General office procedures
Various software programs
Logging and other shipping procedures
Metering
Weighing
Procedures
Equivalent
Regulations
Current postal codes
Desired experience for mailroom includes:
Preparing for onsite meetings
Assist with delivering the mail after the sort has been completed
Collect outgoing mail from the various departments and return to Mail Center
Assist with delivering incoming packages to various departments and floors using a hand held electronic devices to obtain signatures
Assist with picking up packages and equipment from various locations throughout the facility for shipment or internal transfer
Assist with replenishing the various copy centers with copy paper
Mailroom Examples
1
Mailroom Job Description
Job Description Example
Our company is searching for experienced candidates for the position of mailroom. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for mailroom
- Sort and Batch claims per company policy and procedure
- Log, scan and process incoming checks, returned to sender mail, medical records and correspondence
- Log and process legal mail/correspondence
- Prepping incoming electronic mail (E-Prep/FTP)
- Processing of Outbound Mail by means of various postal equipment including mail inserters, postage meters, and computer
- Sort packages and group them into different categories for easy dispatch and safe handling during delivery to prevent damage of sensitive packages if they were mixed up with non sensitive ones
- Collect mail and packages from staff in the organization
- Gather inventory items and evaluate seasonal inventory counts, recording inventory items and materials
- Fill relevant details in distribution and shipping forms, providing accurate information to ensure that mails are delivered to the right locations and people
- Maintain supplies, including shipping and mailing envelopes, boxes, markers, forms stickers, and tape available to ensure that they don't go out of stock
Qualifications for mailroom
- Computer savvy and proficient with office equipment
- Ability to excel in a fast-paced, demanding environment
- Ability to excel in a deadline-driven environment
- Ability to operate PCs, handheld devices and mailing equipment (scales, meter machines)
- Answer inquiries from employees about posting rates and duration and also inform them about special posting packages for special letters and K-1s
- Keep the mailroom organized by properly arranging the bundles of mail and packages coming both external sources and internal printing
2
Mailroom Job Description
Job Description Example
Our company is looking to fill the role of mailroom. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for mailroom
- Maintain lists and print envelopes for all departments’ routine mailings
- Maintain associate bulletin boards
- Separate dropships and credits
- Compare, suggest and determine the most cost-effective methods relating to the Company’s supplies, mailing system, printing, envelopes, and forms
- Clean and organize mail room and equipment weekly
- Cover and back-up receptionist as needed, includes covering switchboard and scanning checks
- Carry out daily site based deliveries of incoming mail and packages around the site
- Responsible for ordering Mailroom consumables
- Provide Front of House reception cover for breaks, periods of holiday, sickness and training
- First point of contact for all printer issues on the units, and delivering paper regularly around the site
Qualifications for mailroom
- Proven computer operating skills
- Proficient in Microsoft Office, general Windows-based operating environment, and email applications
- Able to bend, lift and carry boxes, trays, regularly
- Communication, planning and organizing, initiative, follow-up and quality orientation skills
- Ability to troubleshoot office equipment
- Maintain management and associate confidence by keeping information confidential
3
Mailroom Job Description
Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of mailroom. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for mailroom
- Sorting letters/ small packages in the department mail boxes
- Contacting employees that their package has arrived
- Review and optimize the mailroom processes where required
- Ensure accuracy and timeliness of receiving tasks
- Assist internal customers with outbound shipping requests
- Troubleshoot problem shipments and make tickets with logistics forwarder
- Communicate with management to ensure optimal operational efficiency
- Create Requisitions in COUPA and follow through P2P process
- Resolve issues with Unpayable invoices
- Sort and deliver courier items as required
Qualifications for mailroom
- Bachelor's Degree in a business-related field or relevant work experience
- Human Resources of Administrative experience preferred
- Must be able to work Saturday
- Must be flexible to work each day until all mail is sorted (overtime)
- Previous shipping and receiving experience is strongly preferred
- Working knowledge of Microsoft Office, primarily Access
4
Mailroom Job Description
Job Description Example
Our company is growing rapidly and is hiring for a mailroom. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for mailroom
- Recommends postal policies and procedures
- Performs other job-related duties as assigned or directed
- Carry out bulk mailings, mail shots and desk drops as required
- Stacking bundles of product, loading hoppers on a newspaper inserting machine in a production environment and performing a variety of other packaging duties as assigned
- Individual must be able interact effectively in a diverse work force and work independently with minimum supervision
- Must be able to pick up and lift bundles in weights of up to 25 pounds and be able to stand for prolonged period of time and bend
- Shift includes nights and weekends
- Handles the entire mailroom/FedEx area which includes keeping the area organized, stocked, mail sorted, stamped and taken to the post office daily, keeping the FedEx machine up-to-date with current information
- Maintains the copiers and the fax machines and incoming faxes
- Orders and stocks copy paper and all kitchen supplies
Qualifications for mailroom
- Ability to operate MS Office Products
- Knowledge of mailroom activities and operations
- The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds or more
- Applicant should have the ability to read and interpret documents such as safety rules, operating instructions and procedural manuals
- Need a valid U.S. Driver’s License and a clean driving record
- Previous experience in a mailroom is a must
5
Mailroom Job Description
Job Description Example
Our innovative and growing company is looking to fill the role of mailroom. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for mailroom
- Stocks machines with required supplies to stay functional
- Interact with vendors for copiers/faxes/paper
- General cleaning, stocking and upkeep of all kitchens (5)
- Any other duties that may be assigned by his/her supervisor
- Responsible for the operation of postage, inserter/folder, UPS computer and Fed Ex on line shipments, copy machine equipment and fiery software to process customer requests in a timely manner
- Open and process mail daily
- Process UPS and Fed Ex parcels, consisting of but not limited to boxes, tubes, envelopes and packages
- Ensure mail is ready for morning pick-up
- Inventory and stock copy center and supply room and maintain accurate inventory records
- Promptly call for repair and/or service on all mailroom equipment
Qualifications for mailroom
- Previous experience on Hasler equipment a plus
- Keep supply room and mailroom/copy center room well organized and up to date
- Maintain and organize work area
- Assist in maintaining communication of all company bulletin boards
- Copying, shredding and filing
- Daily check for boxes on pallets and distribute to appropriate parties