Mail Services Coordinator

Mail Services Coordinator

The Mail Service Coordinator is responsible for helping to coordinate the daily operations of the mailroom and supporting facility-related services to ensure an efficient, organized, and client-focused workplace environment. This role handles mail and package processing, coordinates service delivery, and partners with site leadership to maintain smooth office operations.

Essential Functions

1. Coordinate the daily receipt, logging, sorting, and delivery of incoming mail and packages.
2. Ensure accountable mail is properly tracked and distributed according to client and company procedures.
3. Oversee outgoing mail processing, including USPS and courier compliance requirements.
4. Digitally scan properly route USPS mail.
5. Coordinate shipping and receiving operations, including carrier pickups and delivery schedules.
6. Maintain mailroom organization, workflow efficiency, and service standards.
7. Support site operations through production services such as binding, collating, scanning, and finishing.
8. Monitor and manage inventory of mailroom and print supplies; coordinate replenishment and deliveries.
9. Provide backup support for reception/front desk coverage as needed.
10. Assist with facility service coordination, including workspace support, vendor access, and general site logistics.
11. Other duties as assigned by Site Leadership.

Competencies

1. Must have exceptional customer service and client communication skills.
2. Ability to multitask and prioritize in a fast-paced setting.
3. Highly organized with attention to detail and accountability procedures.
4. Strong problem-solving skills and ability to manage operational workflows.
5. Proficient computer skills, including Microsoft Office applications (Excel, Word, Outlook, etc.).
6. Ability to work independently while working in a collaborative team environment.
7. Must hold a valid driver's license.

Supervisory Responsibility

This position has no supervisory responsibility.

Work Environment

A facilities management mailroom is a high-traffic, multi-functional workspace that combines operational efficiency with safety, security, and employee well-being. It serves as a central hub for receiving, processing, and distributing mail, packages, and sensitive documents, while also supporting broader facility management goals.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk or hear, stand and walk, sit; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Position Type & Expected Hours of Work

M-F; 8 hours per day.

Required Education & Experience

High School Diploma or GED required.

Reports To

Mail Services Manager

Modern Office Methods service leadership and site leadership.

Equal Opportunity Employer

Modern Office Methods provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.