Mail Room Job Description

Mail Room Job Description

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145 votes for Mail Room
Mail room provides administrative support to business operations by performing processing tasks such as prepping documents and scanning, or similar activities.

Mail Room Duties & Responsibilities

To write an effective mail room job description, begin by listing detailed duties, responsibilities and expectations. We have included mail room job description templates that you can modify and use.

Sample responsibilities for this position include:

Data entry and problem solving with pharmacists to deliver accurate prescription information
Lift and move newspaper bundles, ensuring accurate zone requirements
Monitor automated mailroom equipment, clearing paper jams, notifying pressroom, electrician and/or supervisor as appropriate when major equipment problems occur
Pick up and salvage or dispose of broken bundles and/or waste
Prepare various logs by filling in stacker and waste numbers
Check papers for quality by randomly scanning several papers and notifying appropriate staff of poor quality printing or errors
Perform general clean up of papers, skids and debris that accumulate during the shift, adhering to job procedures and Courant recycling practices
Perform additional mailroom duties to assist in meeting department and company goals
Feed preprints into insert machine hopper neatly and accurately
Monitor insert machine to reduce double inserts and/or skips so that all jackets have correct inserts

Mail Room Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Mail Room

List any licenses or certifications required by the position: MCRA

Education for Mail Room

Typically a job would require a certain level of education.

Employers hiring for the mail room job most commonly would prefer for their future employee to have a relevant degree such as High School and Associate Degree in Supervision, Education, General Education, Associates, Technical, School of Business, Office Technology, Computer, Business/Administration, Human Resources

Skills for Mail Room

Desired skills for mail room include:

Equivalent
Excel
Microsoft Word
MS Word
PowerPoint
Microsoft Office
Fax and scanning machines
MS Excel
Digital Front Ends
MAC when by client

Desired experience for mail room includes:

Strong communication skills –verbal
Previous experience with mail and copy rooms
Must have excellent interpersonal and communication skills and be sensitive, adaptable, professional, and articulate when dealing with others
Basic understanding of office services (reception, mail/distribution, supplies, copy rooms)
Exercise judgment and discretion with regards to sensitive and confidential matters
Understanding of commuter benefits taxation, payroll practices, and associated accounting processes strongly preferred

Mail Room Examples

1

Mail Room Job Description

Job Description Example
Our company is hiring for a mail room. 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 mail room
  • Coordinates delivery as required via USPS, Federal Express, local couriers, to ensure that deadlines are met and that clients receive all items accurately and on schedule
  • Maintains (orders and stocks) an adequate amount of supplies for production and distribution of all client related materials
  • Answer and respond to any incoming calls/emails and verbal requests from the client/visitors
  • Weekly check of all office supplies
  • Manage the meeting room bookings ensuring the ultimate utilisation of each rooms and chasing up any no shows or repeat bookings
  • Take initiative to improve services to clients, customers and guests
  • Receive mail and courier items (some manual handling may be involved)
  • Sort incoming and outgoing mail items
  • Log all incoming special/recorded delivery items
  • Distribute deliveries into relevant department pigeon
Qualifications for mail room
  • Manual dexterity, strength to lift up to 50 pounds
  • The ability to concentrate on accuracy while machine is running
  • Work schedules may vary based on business needs
  • Able to lift packages up to 50 pounds to deliver paper
  • Routine deadlines
  • Some schedule flexibility when overtime hours are requested
2

Mail Room Job Description

Job Description Example
Our company is hiring for a mail room. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for mail room
  • Be a point of contact for all global/domestic shipping and mail enquiries
  • Support facilitation of UK/Worldwide incoming and outgoing post and other shipments, ensuring all associated requirements are complied with
  • Ensure that any shipping or mail issues or problems are communicated to the consignor/consignee and that appropriate efforts are applied to enable subsequent delivery
  • Perform any other reasonable request that are considered normal custom and practice in a Facilities Management service environment
  • Well organised, able to plan own workload and work on own initiative with acceptance of responsibility
  • Understanding of service industry culture and responsive to end user needs
  • Accurately distribute mail, overnights and interoffice communications to multiple locations using mail center equipment
  • Ensure all outgoing mail is processed in a timely manner to meet daily pickup schedules of presort, US Postal Service, and overnight carriers
  • Record information for all incoming and outgoing mail volumes on provided spreadsheets
  • Perform maintenance and troubleshooting for all multifunction devices and maintain inventory of toner and paper
Qualifications for mail room
  • One to three years of coordination experience, preferred
  • Some high school preferred
  • Experience in shipping and postal systems and processes (UK & International)
  • Experience in using electronic helpdesk systems
  • Strong customer focus and effective communication at all levels
  • Must hold a valid driver's license and be willing to drive a company owned vehicle on company business
3

Mail Room Job Description

Job Description Example
Our innovative and growing company is looking for a mail room. 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 mail room
  • Assist with the collection and delivery of mail items and booking couriers and special deliveries
  • Carry out minor repairs of furniture, fixtures and fittings
  • To monitor Service Desk activities ensuring that all incoming calls and emails are responded to, logged, followed through
  • To actively monitor performance to ensure that customers are satisfied with the service they receive
  • To give ideas on improvements and new developments for the service
  • Produce and issue building passes for new staff
  • Supervise/escort external contractors working on maintenance and installation jobs around the building
  • Deliver stationery and order office supplies
  • Manage and deliver incoming and outgoing mail, deliveries and courier items
  • Assisting in managing the waste streams in line with landlord processes
Qualifications for mail room
  • May be required to lift and carry heavy boxes for short distances
  • Overtime may be required in short notice
  • Prepare all outgoing mail, parcels, overnights, and freight shipments
  • Ensure basic office supplies are ordered in a timely manner and made available to all associates
  • Ability to operate mail center equipment and general office equipment (computer, copier, fax)
  • Follow safety and security procedures for all incoming mail and overnight items
4

Mail Room Job Description

Job Description Example
Our company is searching for experienced candidates for the position of mail room. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for mail room
  • Help to maintain a tidy working environment and reporting any maintenance issues of equipment failures to the Facilities Team and/or appropriate maintenance contractor
  • To follow all standards and procedures as outlined
  • Maintaining awareness of health and safety regulations in the building
  • Carry out any task deemed reasonable by your manager
  • Receives postings & mail, opens, then distributes
  • Scans documents and provides administrative support
  • Provides reporting on volumes, including creating and maintaining spreadsheets and analyses for management
  • Generates/tracks all courier interactions
  • Assists mail team when needed
  • Provides resolution to internal customer concerns when needed – by phone, email or in person
Qualifications for mail room
  • Must be able to lift and transport heavy loads with push cart/dolly (up to 75 lbs.)
  • Must be able to work in fast-paced, stressful area while maintaining excellent relationships with customers and team performed and quickly adapts to change
  • Document folding
  • May be some data entry
  • Order visitor passes, meet, greet and direct visitors entering the organisation to their destination
  • First point of contact for all travel and accommodation requests
5

Mail Room Job Description

Job Description Example
Our company is hiring for a mail room. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for mail room
  • Identifies any non-conformances with the Quality Management System (QMS) and reports to Team Leader
  • Performs complex searches for documentation across multiple files sources, abstracting/entering data into the mailroom automation software as appropriate, to support the department's ability to quickly and accurately address mailroom requests
  • Organizes and files documentation received from constituents including county, local and central office in accordance with established policies and procedures
  • Utilizes mailroom automation systems to identify and produce records in response to mailroom requests
  • Manages complex document searches for all records and documentation to support the department's ability to address mailroom requests
  • Serves on special project teams as needed to correct past mail distribution issues
  • Sorting and processing USPS and interoffice mail
  • Provide finishing services such as binding, collating, laminating and scanning
  • Assist departments with options for custom documents and presentations
  • Coordinate employee seasonal discount vendor programs
Qualifications for mail room
  • This job description is not exclusive or exhaustive
  • A valid drivers' license necessary
  • Minimum 1 year of mailroom or document processing experience
  • Minimum 2 -3 years of mailroom or document processing supervisor experience
  • Prior mail room experience a plus
  • Willingness to assume additional responsibilities, duties, or projects as they arise

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