Mailroom Associate

Job Title:   Mailroom Associate  

Reports To: The  Mailroom Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.  

Job Overview:  

The  Mailroom Associate  

provides exceptional mail and shipping/receiving services, delivering operational functions in the following areas: processing of inbound/outbound mail, distributing/delivering mail, shipping and receiving products and supplies, scanning and processing mail, and supporting the onsite business service center in a timely manner.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service.

Duties and Responsibilities:

• Provides 5-star customer service to all employees in all forms of communication.
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
• Sorts non-accountable mail and distributes mail/packages to company personnel.
• Scans mail to customers using a Kodak scanner.
• Sorts claims and manually folds and stuffs claim letters.
• Operates a folder inserter machine to fold and insert claim letters.
• Operates mail machines, including postage meters, photocopying machines, and mail folding and inserting equipment.
• Operates a Pitney Bowes postage meter to process outgoing mail.
• Maintains records of receipt, mailing dates, and other required information.
• Manages outgoing mail/package transactions.
• Performs duties associated with shipping and receiving of materials.
• Notifies employees upon receipt of inbound deliveries.
• Acts as point of contact for company personnel on mail/package inquiries.
• Submits work orders for certain requests.
• Services six copy rooms throughout the building by maintaining cleanliness and organization, stocking miscellaneous supplies, replenishing paper in copy machines, performing first-level troubleshooting, and picking up mail.
• Maintains the Business Service Center area in a neat and orderly fashion.
• Monitors levels of office supplies and replenishes and orders supplies accordingly.
• Provides support for special projects as requested by the customer.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Trains back-up and provides guidance on policies and procedures.
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to client.
• Provides reception or concierge (front of office) or hospitality (back of office) coverage as needed.
• Performs other duties and responsibilities as assigned.

Competencies:

• Strong verbal and written communication skills.
• Excellent customer service skills.
• Ability to adapt to changing priorities and customer needs.
• PC skills and MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Ability to operate mailroom equipment, including postage meters, scanners, photocopiers, and folding/inserting machines.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses ability to work independently and is capable of completing projects.
• Ability to determine correct method and packing material as well as validate packing slips for accuracy of incoming and outgoing materials.
• Ability to perform basic, first-level troubleshooting of office and copy room equipment.

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 2+ years prior work experience preferred.
• Ability to work assigned work hours determined by manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for functions of position.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.
• Ability to adapt to changing work assignments and customer requests.
• Ability to work effectively in a customer-facing environment.

Physical Demands:  

• Approximately 50% of the time this position requires the below physical demands.  
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.  
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.  
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.).  
• Ability to communicate and decern information effectively with onsite staff using vision, hearing, and oral/written comprehension.  
• Ability to lift or move 40 lbs. or greater frequently.  

Travel: None or Negligible  

Other Duties:  

This 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.  

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.

To view our privacy policy, click on the link below:  Data Privacy Statement

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.