Office Manager / Mail Specialist

Job Description

Job Description

Job Summary
We are seeking a highly organized, detail-oriented, and tech-savvy Office Manager / Mail Specialist to oversee daily office operations, manage mailroom functions, and provide administrative support across multiple departments. The ideal candidate will have strong organizational skills, experience with office technology, document management systems, scanning equipment, and the ability to multitask in a fast-paced environment.

 

Key Responsibilities

- Mailroom & Document Management

• Receive, sort, distribute, and process incoming and outgoing mail, packages, and courier deliveries.
• Operate high-volume scanners, copiers, printers, postage machines, and other mailroom equipment.
• Scan, index, upload, and maintain electronic records in document management systems.
• Ensure accurate filing, tracking, and retention of physical and digital documents.

 

- Office Administration

• Manage daily office operations and ensure smooth workflow throughout the organization.
• Answer and direct phone calls, emails, and visitor inquiries professionally.
• Maintain office calendars and coordinate administrative activities.
• Order office supplies and equipment while monitoring inventory levels.
• Coordinate with vendors, building management, and service providers.

 

- Administrative Support

• Prepare reports, spreadsheets, correspondence, and presentations.
• Perform data entry and maintain accurate records and databases.
• Support management with special projects and administrative tasks.
• Process invoices, purchase orders, and expense documentation.
• Maintain confidentiality of sensitive company information.
• Assist with records management, audits, and compliance documentation.

 

- Technology & Equipment

• Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.
• Troubleshoot basic office equipment issues and coordinate repairs when needed.
• Manage digital filing systems and cloud-based document storage.
• Support scanning, imaging, and electronic document workflows.
• Maintain accurate electronic records and ensure data integrity.

 

Qualifications

• High school diploma or equivalent required; Associate's degree preferred.
• Strong computer skills, including Microsoft Office Suite.
• Experience operating high-volume scanners, copiers, and mail-processing equipment.
• Knowledge of electronic document management and digital filing systems.
• Excellent organizational, communication, and multitasking skills.
• Ability to work independently and manage multiple priorities.
• Strong attention to detail and accuracy.