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Key Responsibilities and Required Skills for Postal Coordinator

💰 $35,000 - $55,000

AdministrationLogisticsFacilitiesOperations

🎯 Role Definition

The Postal Coordinator is a central figure in our daily operations, responsible for the efficient and accurate management of all incoming and outgoing mail, packages, and interoffice correspondence. This position serves as the primary liaison for all postal services and courier-related activities, ensuring compliance with regulations, cost-effectiveness, and a high level of service to all departments. The ideal candidate is a hands-on professional who can manage a high volume of logistical tasks with precision, reliability, and a customer-first mindset.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Mailroom Clerk
  • Shipping and Receiving Associate
  • Administrative Assistant

Advancement To:

  • Office Manager
  • Facilities Coordinator
  • Logistics Supervisor

Lateral Moves:

  • Purchasing Assistant
  • Inventory Control Specialist

Core Responsibilities

Primary Functions

  • Skillfully receive, scan, and sort all incoming mail and packages from carriers like USPS, FedEx, UPS, and DHL, ensuring accurate and prompt internal distribution to the correct departments and personnel.
  • Manage the entire lifecycle of outgoing shipments, including weighing packages, determining the most cost-effective and appropriate shipping methods, and applying correct postage using digital postage meters.
  • Operate and maintain all mailroom equipment, including postage meters, folding/inserting machines, mail scanners, and scales, troubleshooting minor issues and coordinating professional service when necessary.
  • Maintain a comprehensive log of all incoming and outgoing accountable mail and packages (e.g., Certified, Registered, Express), ensuring a verifiable chain of custody and proof of delivery.
  • Act as the central point of contact for all employee inquiries regarding postal services, providing expert guidance on shipping options, costs, tracking, and delivery timelines.
  • Prepare and process large-scale bulk mailings for various departments, managing tasks from mail merge and printing to folding, inserting, and metering in adherence to project deadlines.
  • Meticulously handle and distribute sensitive and confidential documents, following strict company protocols to maintain privacy and security at all times.
  • Oversee the mailroom and shipping/receiving areas, ensuring they remain clean, organized, and secure, with supplies neatly stocked and accessible.
  • Manage a detailed inventory of all mailing and shipping supplies, including envelopes, boxes, labels, and postage, and proactively reorder materials to prevent any disruption in service.
  • Stay current on changes to USPS postal regulations and the pricing and service updates from major couriers to ensure compliance and identify opportunities for cost savings.
  • Coordinate with courier services for daily and ad-hoc pickups, ensuring all outbound packages are prepared, labeled, and ready to meet scheduled departure times.
  • Process and reroute "return to sender" mail by researching correct addresses or forwarding information, minimizing delays and ensuring documents reach their intended recipients.
  • Inspect all incoming packages for damage upon receipt, documenting any issues and initiating claims with carriers as needed.
  • Utilize shipping software platforms (e.g., FedEx Ship Manager, UPS WorldShip) to create shipping labels, generate customs documentation for international shipments, and track packages in transit.
  • Securely sort and deliver inter-office mail and communications, facilitating a smooth flow of information between departments and office locations.

Secondary Functions

  • Generate and distribute regular reports on postage expenses, shipping volumes, and carrier performance to support departmental budgeting and cost-control initiatives.
  • Conduct periodic audits of departmental mail codes, employee directories, and delivery points to ensure routing accuracy and update internal systems accordingly.
  • Assist the Office or Facilities Manager with related tasks, including inventory management of office supplies, conference room setup, and light facility support duties.
  • Collaborate with the Finance department to reconcile postage accounts and carrier invoices, identifying and resolving any billing discrepancies.
  • Provide training and clear instructions to new hires and departmental staff on proper mail handling and shipping procedures.
  • Serve as a backup for front desk reception during breaks or absences, courteously greeting visitors and handling incoming calls to ensure continuous front-office coverage.
  • Contribute to the development and refinement of mailroom procedures and policies to improve operational efficiency, security, and service quality.

Required Skills & Competencies

Hard Skills (Technical)

  • Mailroom Equipment Proficiency: Hands-on experience operating and troubleshooting digital postage meters (e.g., Pitney Bowes, Neopost), mail sorters, and scanners.
  • Shipping & Logistics Software: Competency in 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 mail classes, rates, and regulations, as well as the services offered by major couriers (FedEx, UPS, DHL).
  • Inventory Management: Ability to track and manage stock levels of shipping and office supplies, and process purchase orders.
  • Computer Proficiency: Solid skills in Microsoft Office Suite (Outlook, Word, Excel) for communication, tracking, reporting, and mail merges.
  • Data Entry and Record Keeping: Fast and accurate data entry skills for logging packages and maintaining meticulous records.

Soft Skills

  • Meticulous Attention to Detail: An exceptional eye for detail to ensure accuracy in sorting, addressing, postage application, and record-keeping.
  • Organizational and Time-Management Skills: Proven ability to prioritize a high volume of tasks, manage deadlines, and maintain an orderly work environment in a fast-paced setting.
  • Customer Service Orientation: A professional, friendly, and helpful demeanor when interacting with employees and external vendors.
  • Problem-Solving Ability: Resourcefulness to troubleshoot shipping issues, track down missing packages, and resolve logistical challenges independently.
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  • Clear & Concise Communication: Strong verbal and written communication skills for interacting with colleagues and carriers, and for providing clear instructions.
  • Discretion and Confidentiality: Unquestionable integrity and the ability to handle sensitive information and high-value items with the utmost discretion.
  • Physical Stamina: Ability to stand for extended periods, bend, and lift/move packages weighing up to 50 pounds regularly.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Logistics & Supply Chain Management
  • Communications

Experience Requirements

Typical Experience Range:

2-4 years of direct experience in a corporate mailroom, shipping/receiving department, or a similar logistics-focused administrative role.

Preferred:

  • Prior experience in a high-volume, fast-paced corporate or campus environment.
  • Verifiable experience processing both domestic and international shipments.
  • Direct operational experience with Pitney Bowes or Quadient/Neopost mail systems is highly advantageous.
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