Mailroom Supervisor Job Description

Mailroom Supervisor Job Description

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Mailroom supervisor provides consultation with the Purchasing Coordinator in the maintenance and purchase of hospital equipment, services, and supplies in accordance with resource limitations.

Mailroom Supervisor Duties & Responsibilities

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

Sample responsibilities for this position include:

Assist Administrative Services Manager in negotiating all vendor relations and equipment purchases
Meet with various vendors regularly to keep current with mailing and duplicating technologies/equipment and reports findings to Management
Reviews and updates department goals and procedures with Management
Directs and oversees operational needs of the mail services department
Report unsafe conditions and conduct research to improve mail services technology
Ensure proper maintenance and repair of mailroom equipment
You will provide and enforce the necessary oversight to maintain company policies/procedures and any/all regulatory obligations
Supervise Mail / Office Services Associates and a Receptionist
Point of contact for couriers, Royal Mail and other equipment suppliers
Ensuring all H&S policies and regulations are adhered to, conducting regular reviews on risk and method statements and COSHH

Mailroom Supervisor Qualifications

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

Education for Mailroom Supervisor

Typically a job would require a certain level of education.

Employers hiring for the mailroom supervisor job most commonly would prefer for their future employee to have a relevant degree such as Associate and High School Degree in Associates, Business, Education, Business/Management, Business/Administration, General Education, Public Administration, Technical, Management, Legal

Skills for Mailroom Supervisor

Desired skills for mailroom supervisor include:

Business English and spelling
Current postal codes
Procedures
Regulations
Purchasing a wide variety of supplies
Services
Contract administration and office procedures
Delivery services
Equipment
Excel

Desired experience for mailroom supervisor includes:

Supervises and coordinates processing mail and printing requests in an efficient and timely manner
Maintains office supply inventory for home office employees
Coordinates scheduling/training of employees to ensure a smooth running departments to include vacation/timesheet approval, employee evaluations and any appropriate on-the-job training or cross-training required
Coordinates monthly Customer Confirm mailings
Must possess minimum state liability insurance and have access to a vehicle
Supervise all mailroom activities, including the timely sorting and delivery of incoming mail/parcels, , the preparation and sending of outgoing mail/parcels

Mailroom Supervisor Examples

1

Mailroom Supervisor Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of mailroom supervisor. 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 supervisor
  • Supervise Front Desk staff and ensure operation procedures are being followed as defined
  • Uphold standards and procedures for mailroom operations, including security protocols, deliveries
  • Negotiate mailroom equipment leases across all company locations
  • Provide leadership and management for all administrative services personnel, including mail center, receptionist/switchboard and conference room scheduling/setup
  • Responsible for interviewing, hiring, appraisal and discipline of all administrative services personnel
  • Approve work schedules and time off requests for all administrative services personnel
  • Meet daily as required with administrative services personnel for any updates and other information pertinent to operations and employee issues
  • Maintain local vendor relations and report problems to Administrative Services Manager for follow-up
  • Purchase office supplies for administrative services personnel within office supply policy
  • Review and make recommendations for improvements in operations, equipment or customer requirements
Qualifications for mailroom supervisor
  • Ability to effectively communicate and collaborate with diverse personalities in all levels of management, outside vendors and clients, by maintaining objectivity and demonstrating maturity and a positive attitude
  • Education requires a minimum of a High School diploma
  • Three (3) years’ experience of mailroom and/or records center environment
  • Supervises the operational work flow of the facility mailroom to ensure efficiencies and adherence to company standards
  • Minimum of one (1) year related work experience in mailroom operations
  • Supervise the day to day operations of the mailroom
2

Mailroom Supervisor Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of mailroom supervisor. 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 supervisor
  • Support the fulfillment of the company vision for prompt and professional client services
  • Order supplies such as large and small envelopes, packages and packing tape to ensure the functionality of the mailroom
  • Supervise department operation, ensuring proper delivery, documentation and shipping of mail and packages
  • Review shipping and mailing charges, ensuring proper allocation of cost
  • Open, sort, inspect and distribute all incoming and outgoing external mail, inter-office mail and packages
  • Ensure that mail and packages are sent on time and that mail is distributed to the appropriate departments in a timely manner
  • Verify that items are addressed correctly, marked with the proper postage, and in suitable condition for processing
  • Weigh packages or letters to determine postage needed, using weighing scales and rate charts
  • Determine manner in which mail is to be sent, and prepare it for delivery to mailing facilities
  • Provide tracking information if needed
Qualifications for mailroom supervisor
  • Ship orders from our Product Store when requested by the call center
  • Run daily reports in our DataTrax system
  • Lift and unload containers of mail or parcels
  • Manage and maintain shipping supplies inventories
  • Accurately update daily shipment logs
  • Check invoices for the finance department
3

Mailroom Supervisor Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of mailroom supervisor. 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 supervisor
  • Physically receives shipments (UPS, FedEx)
  • Manages delivery of shipments and goods delivered
  • Manages shipments to remote campuses from HQ
  • Manages International shipment to company assets
  • Delivers shipments of goods to employees twice (2) per day
  • Ability to lift, move and deliver packages up to 50 pounds
  • Examines contents and compares with records, such as packing slips, invoices, or orders to verify accuracy of incoming shipment
  • Alerts the designated employee that the item was received by providing the appropriate documents
  • Receives the product in the inventory system
  • Previous shipping and receiving experience preferred
Qualifications for mailroom supervisor
  • Must possess problem-solving skills, oral communication skills, computer skills, task organization skills, and a high level of initiative
  • Must be able to lift up to 50 pounds of mailing supplies as needed
  • Must be able to perform multiple, concurrent tasks with frequent interruptions while meeting deadlines
  • Maintain confidentiality and handle highly detail-oriented tasks
  • Must have the ability to work well with others and individually
  • Must exhibit ownership to problems and display accountability for actions
4

Mailroom Supervisor Job Description

Job Description Example
Our company is hiring for a mailroom supervisor. 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 supervisor
  • Ensuring service quality and efficiency goals are met within Property Services
  • Efficiently managing and maintaining mailroom equipment and technology
  • Supervise Mail / Office Associates and a Receptionist
  • Travel to and from the mail house, post office and any other locations, as necessary
  • You will provide training, necessary support and motivation to a team of associates performing daily mail processing functions
  • Utilized as subject-matter-expert for domestic and international shipping, special projects
  • The post holder will be professional at all times when dealing with clients and customers and be able to communicate with all levels of personnel
  • Daily supervision of all functions, ensuring that all agreed service levels and service standards are met
  • Daily supervision of staff, including monitoring of performance, absence and time keeping, ensuring timesheets are completed in a timely fashion
  • Annual reviews with staff
Qualifications for mailroom supervisor
  • Bachelor’s degree or Associate of Arts degree is preferred, but not required
  • Must have a valid Arizona Driver’s license
  • Must possess the mental capacity to read documents, solve problems, reason, and follow instructions
  • At least one year work experience reflecting a stable work history and good attendance record
  • Two plus years shipping/receiving/inventory experience preferred
  • Candidate must be diligent in checking the quality requirements prior to shipping
5

Mailroom Supervisor Job Description

Job Description Example
Our innovative and growing company is looking for a mailroom supervisor. 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 supervisor
  • Ensure that all complaints are dealt with in the correct manner and that the line manager is informed immediately should any service complaints be reported
  • Ensure that any other reasonable tasks or requests are fulfilled as and when they arise
  • Provide responsive and personable telephone and reception coverage when covering the desk
  • Oversee and ensure Office Assistants are upholding expectations for internal and external customer service
  • Negotiate pricing with relevant vendors for corporate travel and catering
  • Manage office supply inventory and invoicing for all offices
  • Support Office Managers to help coordinate the details and timing of office moves or closures as needed
  • Assist Office Manager with the coordination of Company events including employee picnics/outings and holiday parties
  • Maintains positive relations with building tenants
  • Ensures general office maintenance and cleanliness of the office
Qualifications for mailroom supervisor
  • Thorough working knowledge of MS Office and Outlook applications
  • Tracking products going to and from outside vendor
  • Understands and follows product trace ability
  • Knowledgeable with the preparation of purchasing shipping materials
  • Shipping and Receiving - domestic and international
  • The ideal candidate will have three years of experience in Mailroom / Copy Center in a supervisory role

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