Torchora
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Key Responsibilities and Required Skills for Mail Operator

💰 $35,000 - $55,000

OperationsAdministrativeLogisticsFacilities

🎯 Role Definition

The Mail Operator serves as a critical link in our organization's daily operations, acting as the central point for all incoming and outgoing mail and packages. This role is responsible for the efficient, secure, and timely processing and distribution of physical correspondence, ensuring that communication and materials flow seamlessly throughout the company. The ideal candidate is a detail-oriented and reliable professional who understands the importance of accuracy and security in handling corporate assets and information. You will be the go-to expert for all shipping, mailing, and receiving needs, providing essential support to all departments.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Warehouse Associate
  • Administrative Assistant
  • Retail Stock Clerk
  • Customer Service Representative

Advancement To:

  • Mailroom Supervisor / Lead
  • Facilities Coordinator
  • Office Manager
  • Logistics Team Lead

Lateral Moves:

  • Shipping and Receiving Clerk
  • Logistics Coordinator
  • Records Management Clerk

Core Responsibilities

Primary Functions

  • Receive, sort, and process all incoming mail and packages from carriers like USPS, FedEx, UPS, and DHL, ensuring accurate and timely delivery to the correct departments and personnel.
  • Operate, maintain, and troubleshoot a variety of high-volume mailroom equipment, including digital postage meters, mail inserters, folder/sealers, and package scanners.
  • Prepare and process all outbound mail and parcels, which includes weighing items, determining the most cost-effective shipping method, and applying correct postage in compliance with carrier regulations.
  • Meticulously handle and log all accountable mail items, such as Certified, Registered, Insured, and Express packages, using internal tracking software to maintain a verifiable chain of custody.
  • Perform scheduled mail runs to pick up and deliver mail, packages, and interoffice correspondence across multiple floors or buildings within the corporate campus.
  • Manage and maintain an organized inventory of all shipping and mailing supplies, including envelopes, boxes, labels, and postage, and initiate reordering procedures when stock levels are low.
  • Provide exceptional customer service to internal employees by answering inquiries regarding postal rates, shipping options, tracking information, and company mail policies.
  • Utilize shipping software (e.g., FedEx Ship Manager, UPS WorldShip) to create shipping labels, generate tracking numbers, and prepare domestic and international shipments.
  • Ensure the mailroom and associated storage areas are kept clean, organized, and free of hazards to maintain a safe and efficient working environment.
  • Conduct regular inspections of incoming packages for any signs of damage or tampering, and follow established security protocols for handling suspicious items.
  • Process large-scale and bulk mailings for departments such as Marketing or HR, ensuring adherence to specific project deadlines and postal guidelines for presorted mail.
  • Handle sensitive and confidential information and materials with the utmost discretion and professionalism, adhering to all company privacy policies.
  • Coordinate daily pickups and deliveries with various courier services and freight companies, ensuring all outgoing items are ready and properly documented.
  • Perform data entry tasks related to mail volume, postage expenditures, and package tracking to support departmental reporting and budget reconciliation.
  • Update and maintain internal mail distribution lists and departmental mail stop directories to ensure continued accuracy of deliveries.
  • Investigate and resolve issues related to misdirected, delayed, or lost mail and packages by liaising with carriers and internal recipients.
  • Lift, transport, and maneuver mail tubs, sacks, and packages weighing up to 50 pounds, both manually and with the use of handcarts or dollies.
  • Sort and process inter-office mail, ensuring it is correctly batched for internal distribution runs.
  • Assist with the digital scanning and indexing of incoming documents for electronic archival and distribution as part of the company's digital transformation initiatives.
  • Manage undeliverable mail by identifying the cause, processing returns to the sender, or attempting to find forwarding information for relocated employees.

Secondary Functions

  • Provide backup support for front desk reception, including answering phones and greeting visitors, as needed.
  • Assist the Facilities department with small office moves, furniture setups, and general maintenance tasks.
  • Support the management of office and pantry supplies, including inventory checks and restocking of common areas.
  • Participate in company-wide safety drills and contribute to the ongoing improvement of facility security protocols.

Required Skills & Competencies

Hard Skills (Technical)

  • Mailroom Equipment Operation: Proficiency in operating and performing basic maintenance on postage meters (e.g., Pitney Bowes, Neopost), mail inserters, and industrial-grade scanners.
  • Shipping Software Proficiency: Experience using carrier-specific software like UPS WorldShip and FedEx Ship Manager, as well as multi-carrier shipping platforms.
  • Postal Regulation Knowledge: Strong understanding of USPS regulations, classes of mail, and international shipping requirements.
  • Computer Literacy: Solid command of basic computer skills, including Microsoft Office Suite (Outlook, Excel, Word) and data entry applications.
  • Package Tracking Systems: Ability to quickly learn and use internal and external software for logging and tracking accountable mail and packages.
  • Inventory Management: Skills in monitoring supply levels, forecasting needs, and processing orders for mailroom and shipping supplies.

Soft Skills

  • Meticulous Attention to Detail: Essential for ensuring accuracy in sorting, addressing, and processing high volumes of mail and packages without error.
  • Exceptional Organizational Skills: The ability to manage multiple tasks, prioritize work effectively, and maintain a clean and logical workspace in a fast-paced environment.
  • Reliability and Punctuality: A strong sense of dependability and commitment to adhering to strict schedules for mail pickup and delivery.
  • Customer Service Orientation: A proactive and friendly approach to assisting internal colleagues with their mailing and shipping needs.
  • Problem-Solving Ability: The capacity to independently troubleshoot equipment malfunctions, resolve delivery issues, and identify process improvements.
  • Time Management: The skill to work efficiently under pressure and meet daily deadlines for mail processing and carrier pickups.
  • Discretion and Confidentiality: The ability to handle sensitive documents and information with the highest level of integrity.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Vocational training certificate in Office Administration or a related field.

Relevant Fields of Study:

  • Business Administration
  • Logistics and Supply Chain

Experience Requirements

Typical Experience Range:

  • 1-3 years of hands-on experience in a corporate mailroom, post office, shipping/receiving department, or a similar logistics-focused role.

Preferred:

  • Direct experience in a high-volume, fast-paced corporate mail center is highly desirable.
  • Prior experience handling both domestic and international shipping logistics.
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