Mailroom Assistant Manager

Position Overview

We are searching for a hands-on Assistant Branch Manager, Mailroom Operations to support the day-to-day operation of our mailroom, document preparation, scanning, and imaging functions.

The Assistant Branch Manager will work closely with and support the Branch Manager in coordinating daily workflow, assisting team members, maintaining productivity and quality standards, and learning all aspects of branch operations.

Key Responsibilities

Branch Operations & Leadership Support

• Support the Branch Manager with the day-to-day operation of the branch, including workflow coordination, staffing needs, production priorities, quality, and service expectations.
• Learn all key aspects of branch operations and develop the knowledge necessary to provide operational and leadership support.
• Assist with assigning and coordinating daily work based on volume, priorities, deadlines, and staffing.
• Serve as a resource to employees by providing day-to-day guidance, answering operational questions, and helping resolve workflow issues.
• Assist the Branch Manager with training, onboarding, coaching, and development of team members.
• Help monitor productivity, quality, attendance, punctuality, and adherence to established procedures and escalate concerns to the Branch Manager as appropriate.
• Participate directly in mailroom, document preparation, scanning, and other production activities when operational needs require.

Mailroom & Scanning Operations

• Oversee and support incoming mail intake, opening, sorting, research, categorization, and document preparation.
• Ensure documents are accurately identified, organized, and prepared for scanning and imaging.
• Perform document preparation, scanning, imaging, and other production activities as needed.
• Support outgoing mail processes, including packaging, labeling, postage, and preparation for pickup or delivery.
• Monitor workflow to support achievement of production targets, turnaround times, quality standards, and applicable service-level agreements (SLAs).
• Help maintain quality-control processes to promote accuracy and reduce errors.
• Identify workflow issues and recommend process improvements.
• Collaborate with other departments and stakeholders to ensure timely and accurate document processing.
• Ensure proper operation and care of scanners, copiers, mail-opening equipment, labeling equipment, and other production equipment.
• Assist with basic equipment troubleshooting and coordinate or escalate service needs as appropriate.
• Maintain a clean, organized, secure, and efficient work environment.

Driving Responsibilities - Designated Backup Driver

The Assistant Branch Manager serves as a designated backup driver and must be available to perform driving responsibilities when operationally necessary.

• Safely operate company vehicles for document pickup and delivery between locations, client locations, post offices, and other designated locations.
• Provide scheduled or unscheduled pickup and delivery coverage when the primary driver is unavailable or additional coverage is needed.
• Safeguard confidential documents and information while in transit.
• Maintain accurate pickup, delivery, and chain-of-custody documentation as required.
• Follow established schedules and ensure timely pickups and deliveries.
• Perform basic vehicle safety checks and promptly report maintenance, safety, or operational concerns.
• Comply with all company vehicle, safety, security, and confidentiality requirements.
• Maintain a valid driver's license and remain eligible to operate company vehicles under driving requirements.

Warehouse Support - Backup as Needed

• Assist with receiving, moving, storing, and organizing boxes of processed documents.
• Retrieve and prepare boxes for document destruction or shredding.
• Transfer documents to secure shred containers and prepare required destruction documentation.
• Maintain organized and secure document storage areas.
• Safely use pallet jacks, ladders, and other authorized equipment as required.
• Assist with other warehouse or facility-related activities when operationally necessary.

Required Qualifications

• High school diploma or GED required.
• Minimum of 2 years of experience in mailroom operations, document processing, scanning/imaging, production operations, or a similar operational environment.
• Minimum of 2 years of supervisory, team lead, or comparable leadership experience required; 2+ years preferred.
• Demonstrated experience providing direction, training, coaching, or day-to-day support to employees.
• Experience working in a high-volume, deadline-driven production or operational environment.
• Ability to support productivity, quality, turnaround-time, and service-level expectations.
• Basic proficiency with Microsoft Outlook, Word, and Excel, including email, data entry, documentation, and basic reporting.
• Valid driver's license and ability to meet requirements for operating a company vehicle.
• Ability to successfully complete required background screening.

What We Offer:

Salary: 65,000-70,000

PTO

Comprehensive HMO Coverage (Medical & Dental) Coverage starting Day 1 + 1 Free Dependent

Opportunity to work with leading U.S. healthcare organizations