Mail Supervisor (On-Site Manager)

Job Description

Job Description

The Mail Supervisor is responsible for the daily management and coordination of all mail operations at the NIH Central Mail Facility and associated satellite locations. This includes overseeing the receipt, inspection, sorting, screening, preparation, and delivery of incoming, outgoing, and inter-office mail. The Mail Supervisor ensures compliance with contract requirements, maintains high performance standards, and serves as the primary point of contact for NIH mail services.

Key Responsibilities

• Supervise all mail processing and delivery operations at the CMF and satellite facilities.
• Ensure all incoming mail is x-rayed, screened, sorted, and delivered within 24 hours of receipt.
• Oversee preparation and dispatch of outgoing mail and parcels via USPS and commercial carriers.
• Manage the distribution of inter-office mail, publications, and special deliveries (e.g., live specimens, accountable mail).
• Maintain adequate staffing levels; provide trained substitutes for absences within two hours.
• Ensure all staff comply with NIH rules, dress code, ID requirements, and IT security training.
• Serve as the main point of contact for the NIH Project Officer; report service issues and propose solutions within 24 hours.
• Submit required reports (Quality Assurance, mail volume, activity reports) accurately and on schedule.
• Implement and monitor a Quality Assurance and Control Plan, including regular verifications and accountability checks.
• Maintain a clean, organized, and safe mail facility environment.
• Ensure all vehicles and equipment are properly maintained and suitable for mail operations.

Minimum Qualifications

• Five (5) years of hands-on mail center or postal experience.
• Five (5) years of supervisory or management experience in a mail operations environment.
• Strong organizational, leadership, and problem-solving skills.
• Ability to manage multiple priorities and respond quickly to operational issues.
• Excellent communication and interpersonal skills.
• Ability to stand for long periods and lift up to 70 lbs as needed.
• Must be drug-free and able to pass background and security checks.
• Proficient with computers and mail tracking/reporting systems.

Work Schedule

• Full-time, Monday through Friday, 7:00 a.m. – 3:30 p.m. (excluding Federal holidays).
• Must be present on-site during all operating hours; additional hours may be required to meet operational needs.

Our Company

Founded in 2014, Legacy Management Solutions, LLC is a professional services firm providing essential administrative support and business management solutions for government agencies and private sector clients. With more than 50 years of executive management experience, our management team develops cost-effective and impactful strategies to streamline operations and ensure optimization of our clients' time and resources. Our team uses the valuable lessons learned from working in varying corporate environments to customize policies and services to maximize efficiency and elevate organizational success.

Company Description

Our Company\r\n\r\n\r\nFounded in 2014, Legacy Management Solutions, LLC is a professional services firm providing essential administrative support and business management solutions for government agencies and private sector clients. With more than 50 years of executive management experience, our management team develops cost-effective and impactful strategies to streamline operations and ensure optimization of our clients' time and resources. Our team uses the valuable lessons learned from working in varying corporate environments to customize policies and services to maximize efficiency and elevate organizational success.