Mailroom Associate

Job Description

Job Description

Mailroom Associate

Location: Richmond, VA

Pay: $17/hour

Schedule: Full-Time, M-F

Employment Type: Temp-to-Perm

Qualified Staffing is hiring a dependable and detail-oriented Mailroom Associate for a full-time, temp-to-perm opportunity in Richmond, VA. This position supports daily mailroom, shipping, document processing, supply, and office operations. Because this role regularly handles confidential business, financial, and patient-related information, we are looking for someone who is highly organized, trustworthy, accurate, and comfortable working independently.

• Receive, open, date-stamp, sort, scan, and distribute incoming mail to the appropriate departments and authorized recipients.
• Retrieve and deliver mail to and from the local post office as part of daily mailroom operations.
• Process time-sensitive documents and correspondence accurately while maintaining appropriate confidentiality.
• Prepare outgoing letters, packages, business supplies, samples, marketing materials, and other shipments.
• Verify addresses, packaging, postage, and shipping methods before materials leave the facility.
• Monitor postage rates and assist with updates to mailing systems when necessary.
• Scan and process incoming checks and financial correspondence according to established procedures.
• Coordinate the shipment and return of company equipment in partnership with HR, IT, and other departments.
• Track shipments and maintain accurate records for equipment, samples, supplies, and other outgoing materials.
• Fulfill internal requests for sales and marketing materials, samples, office supplies, and related items.
• Maintain appropriate inventory levels for office, breakroom, mailroom, and shipping supplies.
• Assist with specialized sample orders and enter or update tracking information within company systems.
• Complete occasional manual order confirmations or data-entry tasks using internal software.
• Help manage visitor access to the Richmond office using designated doorbell/access software.
• Maintain the confidentiality and security of PHI, PII, financial information, and other sensitive materials.
• Communicate with internal departments to resolve mail, shipment, documentation, payment, equipment, and supply-related questions.
• Maintain a clean, secure, organized, and professional mailroom environment.
• Follow established HIPAA, privacy, security, and document-handling procedures.
• Perform other duties as assigned.

• High school diploma or GED required.
• At least 6 months of mailroom, shipping, receiving, administrative, warehouse, office support, or related experience preferred.
• Experience with mail management systems, postage equipment, shipping software, or U.S. Postal Service procedures is a plus.
• Strong attention to detail and commitment to accuracy.
• Ability to handle confidential and sensitive information with discretion.
• Comfortable working independently and managing multiple priorities.
• Strong organizational and time-management skills.
• Ability to recognize problems, use sound judgment, and escalate concerns appropriately.
• Basic computer and data-entry skills with the ability to learn proprietary software.
• Basic math skills, including addition, subtraction, multiplication, division, fractions, and decimals.
• Professional written and verbal communication skills.
• Reliable transportation and ability to travel locally to retrieve and deliver mail.
• Ability to lift up to 40 pounds and use a hand truck to move mail totes and packages.

The ideal candidate is a reliable self-starter who enjoys owning a process from beginning to end. You will be successful in this position if you are organized, comfortable working with confidential information, able to shift between physical mailroom duties and computer-based tasks, and committed to getting the details right.

• Competitive benefits including healthcare, vacation/holiday pay, and 401(k).
• One application gives access to multiple job opportunities nationwide.
• Fast, friendly responses—typically within 24–48 hours.

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