Mailroom Assistant

Job Description

Job Description

Job Title: Mail Services Associate (Part-Time)

Job Description

The Mail Services Associate is a part-time, onsite role responsible for managing all aspects of mailroom operations and providing administrative support to a large team or department within an office operations environment. You will handle incoming and outgoing mail and packages, support reception and copy room functions, assist with general clerical duties, and help ensure smooth day-to-day office services. This position typically requires 20–25 hours per week, Monday through Friday, with shorter workdays and the potential for assignment extension.

Responsibilities

• Oversee all aspects of mailroom operations for a building or campus, ensuring timely and accurate handling of mail and packages.
• Ensure that all packages received and delivered are processed and distributed on the same day, or clearly communicate next-day delivery when required.
• Sort, prioritize, and distribute inbound mail to the appropriate recipients or departments.
• Coordinate services for outbound mail, including preparing items for shipment and arranging appropriate delivery methods.
• Apply correct postage amounts and required identification to outgoing mail and packages to ensure compliance with mailing requirements.
• Ensure all shipped packages are properly packaged and protected against damage during transit.
• Deliver mail, packages, copy products, and stationery to assigned groups or locations according to the daily schedule.
• Regularly check and replenish mailroom and postage supplies to maintain continuous operations.
• Stock copy rooms with necessary supplies and provide first-level support for copier fleet production, including basic troubleshooting and coordination of service needs.
• Spend portions of the day at a reception desk, receiving and directing incoming calls and visitors to the appropriate personnel.
• Answer common inquiries or complaints from clients, coworkers, and supervisors, and present information clearly to internal groups.
• Perform scanning tasks, including scanning mail and invoices, and ensuring electronic documents are organized and properly routed.
• Visit the copy room as needed to manage print, copy, and scanning requests and to support general office services.
• Assist concierge staff with general clerical duties, including tracking packages, posting mail, arranging messenger services, and supporting notary-related activities as needed.
• Schedule and coordinate on-site meetings, including reserving multiple conference rooms, arranging required equipment, and coordinating catering needs.
• Perform administrative duties specific to the department, such as conducting research, updating databases, and preparing collateral materials for mass mailings.
• Draft reports and correspondence as needed and respond to common inquiries from internal stakeholders.
• Use established procedures to solve straightforward problems and follow clearly defined duties, methods, and tasks.
• Deliver work output by following defined procedures and processes under regular supervision and guidance.
• Recognize and resolve typical problems within the work area and, when appropriate, select solutions from established options without requiring supervisory approval.
• Understand and follow work processes and standards, applying skills and knowledge across a range of office procedures and systems.
• Contribute to the overall quality of services and information provided to the team by maintaining accuracy, timeliness, and attention to detail in all tasks.

Essential Skills

• High school diploma or GED.
• 2–3 years of job-related experience in mailroom operations, office services, administrative support, or a similar environment.
• Established understanding of work processes and standards within office operations, including mail handling and administrative procedures.
• Ability to explain detailed and complex information clearly and concisely to team members and internal stakeholders.
• Advanced knowledge of Microsoft Office products, including Word, Excel, Outlook, and related applications.
• Strong organizational skills with the ability to manage multiple tasks, prioritize work, and maintain accuracy in a fast-paced environment.
• General math skills, including the ability to calculate percentages, discounts, and markups as needed for mail or administrative tasks.
• Effective communication skills to exchange straightforward and complex information with clients, coworkers, and supervisors.
• Ability to follow established work processes and standards consistently and accurately.
• Intermediate problem-solving skills with the capacity to review available options and select appropriate solutions without constant supervisory approval.
• Comfort working under regular but moderate supervision, following standardized procedures and practices.

Additional Skills & Qualifications

• Experience providing administrative or office support to a large team, department, or business function.
• Experience in mailroom operations, including handling incoming and outgoing mail, packages, and courier services.
• Prior experience supporting reception functions such as answering phones, greeting visitors, and directing inquiries.
• Familiarity with copier fleet production and basic troubleshooting of office equipment.
• Experience with scanning documents, including invoices and mail, and organizing electronic files.
• Strong attention to detail and an inquisitive mindset, with a focus on continuous improvement and accuracy.
• Ability to handle both typical and atypical issues within the work area by applying established procedures and judgment.
• Comfort drafting basic reports and correspondence and preparing materials for mass mailings.
• Ability to coordinate logistics for on-site meetings, including room reservations, equipment needs, and catering arrangements.

Work Environment

This is an onsite, part-time role based in an office environment, typically working 20–25 hours per week, Monday through Friday, with shorter days. The assignment is initially expected to last approximately two months, with the possibility of extension based on business needs. The workday is split between sitting at a reception desk, working in the mailroom, and visiting copy rooms, with tasks that include scanning mail and invoices, answering phone calls, and supporting general office services. You will use standard office technologies, including Microsoft Office applications, copiers, scanners, and mailroom equipment, and follow established office operations procedures. The environment emphasizes reliability, attention to detail, and consistent service quality, with regular supervision and clear processes to guide daily work.

This is a Contract position based out of Beachwood, OH.

The pay range for this position is $16.00 - $17.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Beachwood,OH.

This position is anticipated to close on Jun 19, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.