Senior Mailroom Services Associate

Job Description

Job Description: Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadershipPosition OverviewThe Senior Mailroom Associate plays an important role in supporting daily mailroom and workplace operations by providing experienced, hands-on support for incoming and outgoing mail, shipping and receiving, package distribution, and related office services. This position serves as a resource for mailroom operations, helping ensure work is completed accurately, efficiently, and in accordance with established procedures and client expectations.In addition to performing day-to-day mailroom responsibilities, the Senior Mailroom Associate takes a proactive role in coordinating workflow, assisting with more complex requests, identifying opportunities for process improvements, and providing guidance and training to other team members. This position requires a high level of organization, attention to detail, dependability, and customer service.The Senior Mailroom Associate may also be cross-trained to support additional workplace service areas, including document scanning, facilities services, and reception or concierge coverage, based on client needs and operational requirements.The ideal candidate is an experienced, service-oriented professional who takes ownership of responsibilities, demonstrates initiative, and serves as a dependable resource to both colleagues and clients.Duties and ResponsibilitiesMailroom Operations & Distribution Oversee and perform daily mailroom activities, including receiving, sorting, processing, tracking, and distributing incoming mail and packages. Coordinate outgoing mail and shipping transactions, ensuring items are properly prepared, labeled, processed, and shipped within established timelines. 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. Serve as a primary point of contact for employee inquiries, shipping requests, delivery concerns, and more complex mailroom-related questions. Assist with shipping and receiving activities, including verifying incoming materials, reviewing packing slips, selecting appropriate packaging materials, and preparing outgoing shipments. Monitor mailroom equipment functionality and coordinate replenishment of postage, paper, labels, packaging materials, and other necessary supplies. Identify and resolve routine operational issues and escalate more complex concerns to management when appropriate. Help ensure mailroom processes are consistently followed and service standards are maintained.Workflow Coordination & Team Support Assist with coordinating daily mailroom priorities and workflow to ensure timely and accurate completion of assigned responsibilities. Serve as a resource for Mailroom Associates by providing guidance on procedures, processes, equipment, and service expectations. Assist with onboarding and training new associates and cross-trained team members. Provide backup coverage and support to other team members to maintain continuity of service during absences or periods of increased workload. Monitor work quality and identify opportunities to improve accuracy, efficiency, and overall service delivery. Communicate operational concerns, workflow challenges, and resource needs to management. Assist with maintaining documentation, checklists, and standard operating procedures. Take initiative in identifying process improvements and recommending solutions to recurring operational challenges.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 coordinate replenishment or 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. Build and maintain positive working relationships with clients, employees, vendors, and internal teams. Maintain professionalism and composure when handling sensitive requests, employee inquiries, and service-related concerns. Communicate effectively regarding service requests, delivery issues, and operational needs. Ensure assigned responsibilities are completed in accordance with company policies, procedures, and established service standards. 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. Three 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. Prior experience providing guidance or training to colleagues or supporting daily workflow coordination is preferred. Experience operating mailroom equipment, multifunction printers, or other office equipment is a plus. Strong organizational skills and exceptional attention to detail. Excellent written and verbal communication skills. Basic computer proficiency, including Microsoft Office applications and the ability to learn computer-based systems. Demonstrated ability to manage multiple priorities while maintaining accuracy and efficiency. Ability to work independently, exercise sound judgment, and resolve routine operational challenges with minimal supervision. Strong customer service skills and the ability to interact professionally with employees, clients, visitors, and vendors. Demonstrated initiative, accountability, and the ability to serve as a resource to other team members. 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 Leadership & Team Support: Serves as a knowledgeable resource to colleagues and provides guidance, training, and support as needed. 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 and consistently. Organization & Workflow Management: Effectively prioritizes responsibilities and helps coordinate daily operational activities. Adaptability & Flexibility: Willingness to learn new processes, cross-train, and assist across multiple workplace service areas. Problem-Solving: Identifies operational challenges, independently addresses routine issues, and escalates concerns appropriately. Accountability & Initiative: Takes ownership of responsibilities and proactively identifies opportunities to improve service delivery. Communication & Collaboration: Communicates effectively and builds positive working relationships across teams. Professionalism: Demonstrates sound judgment, dependability, and a positive demeanor in all workplace interactions.Physical RequirementsApproximately 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 DutiesThis 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. Compensation: The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors. Vacancy Status: This posting is for an existing vacancy. Pay Range $24—$24.70 USD WHAT WE OFFER Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities. Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do. We Recognize Talent: We offer a variety of recognition programs for all levels of employees. Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason. Bonuses: Are available for employee and client referrals for current employees. Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts. Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering. About SPS SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings. Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies. At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law. Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool. To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process. SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time. 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