Mailroom Coordinator

Job Description

Job Description

Who We Are:

As the largest privately held service provider in our industry, Thomas & Company stands at the forefront of delivering innovative and comprehensive solutions that help businesses optimize their operations and manage critical aspects of human resources. We specialize in offering unmatched unemployment cost control, employment verification, and tax credit services, all designed to reduce financial risk, streamline processes, and drive cost efficiency for our clients.

Our Culture:

We believe that success starts with people. We are committed to fostering a culture of innovation, collaboration, and growth. Our mission is to empower our employees to thrive both professionally and personally, offering an environment where creativity and diverse ideas flourish.

We are not just a company-we are a community of passionate individuals dedicated to making a real impact. From dynamic team-building opportunities to leadership development programs, Thomas & Company invests in its people at every level. Our supportive workplace is built on the foundation of our core values a shared vision for enabling success. Our winning culture has earned recognition as a five-time Tennessean Top Workplace and a three-time (and counting) USA Today Top Workplace. Whether you're looking for a challenge, a place to grow your career, or a team that values your contributions, Thomas & Company offers endless opportunities to make a difference. Join us and become part of a team where your ideas are heard, your potential is recognized, and your career can truly flourish.

The Position:

The Mailroom Coordinator is responsible for supporting the accurate and timely processing of inbound and outbound mail operations across the organization. This role ensures efficient document handling, distribution, and tracking while maintaining quality standards and supporting cross-functional workflow needs in a high-volume environment.

Essential Duties and Responsibilities

• Receive, open, sort, and distribute inbound mail and packages
• Prepare, process, and distribute outbound mail, including USPS and FedEx shipments
• Determine appropriate shipping methods and calculate postage as needed
• Sort, barcode, batch, scan, and index documents into designated systems
• Perform document redaction and quality checks prior to processing
• Monitor shared email inboxes and process document requests for mailing or shipment
• Prepare hearing exhibits, appeal documentation, and client correspondence for distribution
• Research and verify mailing addresses and ensure accuracy of outgoing materials
• Process undeliverable mail and determine appropriate next steps in a timely manner
• Operate and maintain mailroom equipment, including postage meters, scanners, and inserters
• Ensure all outbound mail is processed daily in accordance with established deadlines
• Track and maintain productivity metrics, including inbound and outbound mail volumes
• Support document retrieval and processing from external systems, including state websites
• Assist with document digitization efforts and process improvement initiatives
• Communicate with internal teams, including remote employees, regarding mail handling and status updates
• Perform data entry and document indexing as needed
• Provide support for special projects as assigned, including unemployment claim processing, charge protest assistance, tax rate notice support, and other operational and client-related initiatives
• Other duties as assigned

Required Qualifications

• High school diploma or equivalent
• 1–3 years of administrative, mailroom, or data entry experience
• Equivalent combination of education and experience will be considered
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Strong attention to detail and organizational skills
• Ability to compute postage, shipping rates, and related costs
• Ability to lift and move items up to 20 lbs.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions

Special Considerations and Prerequisites

• Ability to sit or stand for extended periods while processing mail
• Ability to adapt to changing priorities and workload demands in a high-volume environment
• Ability to work independently and manage workload effectively with minimal supervision
• Strong communication and interpersonal skills
• Ability to maintain strict confidentiality due to access to sensitive employee and client information
• Regular and reliable attendance is required
• Ability to interact professionally with employees at all levels of the organization
• Ability to perform repetitive tasks, including document handling and data entry
• Ability to perform light physical activities related to mail handling in an office environment
• Ability to work in an office environment using standard business equipment