Mail Coordinator

Job Description

Job Description

System One is hiring for a Mail Coordinator If this role interests you, please respond and I will reach out to you!

Job Title:  Mail Coordinator
Location: Onsite in Vienna, VA.
Pay Rate: Open to Both C2C and W2 options 
Position Type: Multiyear Contract

Job Description:
Mail Logistics Coordinator I is primary responsible for the delivery of inbound mail and packages, internal documents, and facilitating the handling and transport of outbound mail and packages. This role involves delivering mail to all departments within the organization and ensuring the timely collection, handling, and transport of outbound enterprise correspondence and packages. The Mail Logistics Coordinator I must maintain an accurate record of mail handling activities and work closely with internal customers and business partners to facilitate smooth operations.

Responsibilities
Ensure all inbound USPS correspondence received is delivered timely and accurately across campus
Ensure all inbound express correspondence and packages received are delivered timely and accurately across campus
Ensure all internal correspondence, documents, packages and orders collected are delivered timely and accurately across campus
Utilize an internal tracking system to scan and document chain of custody records for inbound express items and internal packages and orders
Organize, review, and time stamp inbound USPS correspondence for distribution to on-campus points of contact
Uses available tools and resources to identify employee locations for deliveries
Independently perform research to properly re-route mail
Establish and maintain effective communication with business units, partners, and internal customers
Retrieve and transport outbound mail, enterprise correspondence, and packages from drop off locations to Mail Center for shipping
Process time sensitive mailings and projects responsibly
Aid employees with mail inquiries, supplies, and challenges
Research and verify address information requests to the Social Security Administration and Veterans Administration
Maintain current knowledge of the organizational structure to ensure accuracy in deliveries
Maintain current knowledge of enterprise organizational structure to ensure the flow of communication is uninterrupted.
Assist with placement of Signage throughout the campus if necessary
Processing of time sensitive packages, supplies, and projects responsibly if necessary.
Assist with training new employees on team operations and department initiatives if necessary.
Ensures that scanned documents meet quality control standards and that the process is completed accurately and thoroughly if necessary.
Retrieve interoffice mail, documents, and packages from drop off locations for enterprise distribution.
Receive, inspect, sort, store and distributes controlled forms if necessary.
Maintain physical security of controlled forms and other secured items by safeguarding vault entry and access if necessary.
Investigate, report and reconcile any inventory discrepancies of controlled forms using the internal tracking system if necessary.
Receive and file delivery confirmation for all controlled forms shipped if necessary.
Daily checks on ready issue rooms throughout the campus if necessary.
Maintain mail rooms throughout campus if necessary.
With limited supervision, conducts research and uses judgment/independence to sort/route physical mail and validate, index, assign, and route electronic documents if necessary.
Perform other related duties as assigned.

Qualifications
Strong attention to detail
Ability to collaborate within a team environment and across departments
Experience in a high production environment to meet multiple deadlines simultaneously
Skill in managing multiple responsibilities independently and within in a team environment
Skill in collecting and analyzing information to exercise sound judgment and responsible decision making
Effective skills interpreting and following instructions to guidelines, procedures, and practices
Strong and effective verbal and written communication skills
Effective research, analytical, and problem-solving skills that provides exceptional customer service
Strong time management skills and the ability to prioritize responsibilities, assignments, and projects

Desired Qualifications
Familiarity with the organization's products, services, programs, policies and procedures
Demonstrated work experience in mail room or office environment
Working knowledge of courier software programs (FedEx, USPS, UPS)
Working knowledge with Microsoft Office products
Experience or familiarity with computers and software
Demonstrated work experience in a customer service-based environment
Advanced knowledge of the organization's functions, philosophy, operations and organizational objectives \nCompany Description

System One is a leading provider of specialized, highly technical services and solutions to critical infrastructure, technology, life sciences, and government sectors. We partner with large private and public organizations who trust us to execute their complex, mission-critical initiatives through our outsourced services and workforce solutions.

Company Description

System One is a leading provider of specialized, highly technical services and solutions to critical infrastructure, technology, life sciences, and government sectors. We partner with large private and public organizations who trust us to execute their complex, mission-critical initiatives through our outsourced services and workforce solutions.