Mail Data Specialist

Job Description

Job Description

Description:

MAIL DATA SPECIALIST

JOB DESCRIPTION

Reporting Relationship:
The Mail Data Specialist currently reports directly to the President.

Summary

Full Sail Media's Mail Data Specialist is responsible for managing the data, postal compliance, and mailing logistics that drive the company's direct mail operations. This position serves as the primary coordinator between Sales, Customer Service, Production, Mailing Operations, list providers, and the United States Postal Service to ensure every direct mail campaign is accurate, compliant, cost-effective, and delivered on schedule.

The Mail Data Specialist oversees mailing list acquisition, database processing, presorting, postal documentation, USPS paperwork, and mailing permits while ensuring clients receive the lowest available postage rates whenever possible.

The Mail Data Specialist will serve as the company's internal mailing strategist by advising Account Managers and clients on list selection, segmentation, personalization, postal optimization, and campaign execution to maximize response rates while minimizing postage costs.

This role requires exceptional attention to detail, strong analytical thinking, and the ability to coordinate multiple projects simultaneously in a deadline-driven production environment.

The Mail Data Specialist is:

• A data steward who understands that the quality of every mailing begins with accurate data. 
• A USPS compliance expert who ensures every mailing meets postal regulations and qualifies for available discounts. 
• Highly organized and capable of managing numerous mailing projects simultaneously. 
• Detail-oriented, recognizing that small data errors can create significant production costs. 
• A problem solver who proactively identifies mailing issues before they impact production schedules. 
• A collaborative partner who works closely with Sales, Customer Service, Production, Purchasing, and Mailing Operations. 
• A continuous learner who remains current on USPS regulations, postal promotions, and mailing technology. 
• Customer focused, recognizing that successful mail delivery directly impacts client satisfaction and campaign performance. 
• Process minded, always seeking opportunities to improve efficiency, reduce postage costs, and eliminate waste. 

Requirements:

DAY-TO-DAY ACTIVITIES

• Purchase mailing lists from approved data providers based on client targeting criteria. 
• Process customer-provided mailing lists for production. 
• Remove duplicate records and prepare mailing files for production. 
• Coordinate list hygiene, suppression processing, and merge/purge operations. 
• Prepare postal documentation for all mailing projects. 
• Generate USPS postage statements and required mailing paperwork. 
• Coordinate mailing permits and permit usage. 
• Schedule mail appointments with USPS and other postal facilities. 
• Coordinate mail drop schedules with Production and Shipping. 
• Monitor USPS promotions and identify opportunities to reduce postage costs. 
• Ensure all mailings comply with USPS Domestic Mail Manual regulations. 
• Work with customers to resolve mailing data issues before production. 
• Coordinate with Customer Service to verify mailing quantities, postage estimates, and mailing dates. 
• Communicate with Sales regarding list recommendations, targeting options, and postal savings opportunities. 
• Maintain mailing databases and documentation. 
• Monitor postage balances and coordinate permit replenishment. 
• Maintain relationships with list brokers, data vendors, and USPS Business Mail Entry Units. 
• Troubleshoot returned mail, addressing issues, and postal exceptions. 
• Maintain documentation of mailing procedures and department best practices. 
• Support continuous improvement initiatives throughout the mailing operation. 

QUALIFICATIONS

Education & Experience

• Associate's or Bachelor's degree preferred. 
• Two to five years of experience in direct mail, mailing services, data processing, or print production. 
• Experience working with USPS regulations and Business Mail Entry preferred. 
• Experience using mailing software such as Satori, BCC Software, AccuZIP, or similar systems preferred. 

Knowledge & Skills

• Strong understanding of USPS mailing regulations. 
• Knowledge of NCOA, CASS certification, presorting, and postal discounts. 
• Experience purchasing and processing mailing lists. 
• Strong Microsoft Excel skills. 
• Ability to manipulate and validate large datasets. 
• Excellent organizational and project management skills. 
• Strong attention to detail. 
• Excellent written and verbal communication. 
• Ability to prioritize multiple deadlines. 
• Problem-solving mindset. 
• Commitment to continuous improvement.