Office Mail Specialist / Office Mail Coordinator -- 100 % Onsite

Job Description

Job Description

Office Mail Specialist / Mailroom Coordinator / Mail Logistics Coordinator

Location : Onsite role - Pensacola, FL

Long term ongoing with no end date

Pay rate : $23/hr on W2

The Mail Room Specialist is responsible for the timely receipt, processing, tracking, sorting, and delivery of incoming and outgoing mail and packages. This role serves as a key point of contact for mail and shipping services, ensuring accurate handling of USPS, FedEx, UPS, courier deliveries, and other carrier services. The ideal candidate is customer-focused, detail-oriented, physically capable, and comfortable using package tracking systems and related technology.

Key Responsibilities

• Receive, sort, process, and distribute incoming mail and packages from USPS, FedEx, UPS, DHL, courier services, and other carriers.
• Prepare and process outgoing shipments, ensuring compliance with carrier requirements and organizational procedures.
• Maintain accurate records for accountable and trackable mail using package tracking software and internal logging systems.
• Research, resolve, and follow up on delivery discrepancies, lost packages, misrouted mail, and tracking issues.
• Obtain signatures and maintain chain-of-custody documentation for accountable items.
• Perform scheduled mail and package deliveries throughout multiple buildings and departments.
• Provide exceptional customer service while interacting with employees, vendors, and delivery personnel.
• Operate mail processing equipment, postage systems, scanners, and shipping software.
• Assist with inventory management of shipping and mailing supplies.
• Maintain organized mailrooms, storage areas, and delivery routes.
• Ensure compliance with company policies, security procedures, and confidentiality requirements.
• Support special projects, office moves, bulk mailings, and departmental initiatives as assigned.

Required Qualifications

• High school diploma or GED.
• Minimum of 1-3 years of mailroom, shipping/receiving, logistics, warehouse, courier, or related experience preferred.
• Experience handling USPS, FedEx, UPS, and other commercial carrier services.
• Working knowledge of package tracking systems, barcode scanners, shipping software, and Microsoft Office applications.
• Strong attention to detail with the ability to accurately track and document shipments.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to work independently with minimal supervision.
• Demonstrated customer service skills and a professional demeanor.
• Ability to prioritize multiple tasks in a fast-paced environment.

Physical Requirements

• Ability to walk extended distances throughout the workday while making scheduled deliveries.
• Ability to consistently lift, carry, push, and pull up to 50 pounds.
• Ability to bend, stoop, reach, climb stairs, and stand for extended periods.
• Ability to move mail carts, package containers, and delivery equipment safely.
• Ability to perform repetitive physical tasks throughout the shift.

Preferred Qualifications

• Experience working in a corporate mail center, financial institution, government facility, or large campus environment.
• Experience with accountable mail, certified mail, registered mail, and package tracking systems.
• Familiarity with inventory tracking and recordkeeping procedures.
• Knowledge of shipping regulations and carrier requirements.
• Experience operating mail meters, postage systems, and shipping platforms.

Key Competencies

• Reliability and dependability
• Attention to detail
• Customer Service Oriented
• Accountability and integrity
• Problem-solving skills
• Time management
• Adaptability and flexibility
• Teamwork and collaboration
• Safety awareness
• Technology proficiency
• Working Conditions

This position requires frequent movement throughout office buildings and campus locations, regular lifting and transporting of packages, and continuous interaction with employees, carriers, and vendors. The employee must be able to meet established delivery schedules while maintaining accuracy and professionalism.

Zillion Technologies is a global leader in business consulting and technology solutions that combine onsite and offsite engineers/resources with the cost, scale and quality advantages of offshore operations.

Our expertise spans industries from providing healthcare information systems to developing E-Remit software. Zillion is capable of providing consultation for clients worldwide and acquiring software licenses for Microsoft, Dell and Oracle products which are our strategic partners. Zillion provides prompt, hassle-free services across countries, continents and time zones, where quality is not an addendum but the very foundation of our solutions.

Zillion delivers expertise which is changing the way the people live, the way the people work and the way the world participates in commerce.

Company Description

Zillion Technologies is a global leader in business consulting and technology solutions that combine onsite and offsite engineers/resources with the cost, scale and quality advantages of offshore operations. \r\n\r\nOur expertise spans industries from providing healthcare information systems to developing E-Remit software. Zillion is capable of providing consultation for clients worldwide and acquiring software licenses for Microsoft, Dell and Oracle products which are our strategic partners. Zillion provides prompt, hassle-free services across countries, continents and time zones, where quality is not an addendum but the very foundation of our solutions. \r\n\r\nZillion delivers expertise which is changing the way the people live, the way the people work and the way the world participates in commerce.