Mailroom Associate

Job Description

Job Description

We are looking for a Mailroom Associate to support high-volume mail and invoice handling operations. This contract position is ideal for someone who works well in a fast-paced production setting and takes pride in accuracy, organization, and consistent quality. The role focuses on preparing incoming utility invoices for processing, reviewing documents against established procedures, and helping keep daily workflows on schedule.

Responsibilities:
• Open incoming mail and organize utility invoices, payment items, inserts, and related documents according to processing needs and document type.
• Prepare bills for scanning by arranging paperwork with the appropriate separator sheets and maintaining a clear, efficient document flow.
• Inspect invoices manually to confirm they align with customer-specific instructions and internal operating standards.
• Identify documents that fall outside required guidelines, attach the proper rejection paperwork, and escalate exceptions to the lead for further review.
• Maintain expected output levels while working on a deadline-driven mailroom production line.
• Follow current departmental and client procedures, incorporate updates promptly, and remove outdated reference materials from circulation.
• Perform basic troubleshooting on mail-opening equipment to minimize disruptions to daily operations.
• Communicate issues proactively and suggest practical solutions to supervisors or team leads when process concerns arise.
• Keep the work area clean, orderly, and well-organized, and assist with additional tasks or overtime when needed to meet business demands.• Ability to lift mail trays and related materials weighing up to 35 pounds on a regular basis.
• Physical capability to perform repetitive hand and arm movements, including reaching, opening, and sorting mail throughout the shift.
• Demonstrated accuracy when following detailed instructions and reviewing documents in a high-volume environment.
• Strong organization and time management skills with the ability to stay productive under tight turnaround expectations.
• Comfortable working independently with limited supervision while maintaining quality and consistency.
• Previous experience in a mailroom, document processing, invoice review, or similar production-based setting is preferred.
• Basic problem-solving skills and the ability to support routine equipment troubleshooting are helpful.