Title: Mailroom Clerk

Job Summary

The Mailroom Clerk is responsible for the efficient handling, sorting, and distribution of all incoming and outgoing mail and packages within the organization. This position ensures that correspondence and deliveries are processed accurately, promptly, and securely, supporting overall business operations and communication flow.

Key Responsibilities

Mail Handling & Distribution

• Receive, sort, and distribute incoming mail, packages, and interoffice correspondence to appropriate departments or personnel.
• Collect, prepare, and send outgoing mail, including certified, registered, and express shipments.
• Ensure correct postage, labeling, and documentation for all outgoing deliveries.
• Maintain accurate logs and tracking information for incoming and outgoing items.

Package Management

• Coordinate with courier services and shipping vendors (e.g., FedEx, UPS, USPS, DHL) for pick-ups and deliveries.
• Inspect and verify deliveries for accuracy and damage before distribution.
• Manage and store incoming packages securely until collected by the intended recipients.

Equipment Operation & Maintenance

• Operate mailroom equipment, such as postage meters, scanners, copiers, and sorting machines.
• Monitor inventory of mailroom supplies (e.g., envelopes, labels, packaging materials) and request replenishment when necessary.
• Report any equipment issues and coordinate repairs or maintenance as needed.

Administrative Support

• Assist in maintaining records of shipments, postage expenses, and mailroom activities.
• Support other departments with bulk mailings, document preparation, or courier arrangements.
• Follow organizational policies regarding confidentiality, security, and handling of sensitive materials.

Safety & Compliance

• Maintain a clean, organized, and safe mailroom environment.
• Follow company policies and postal regulations regarding restricted or hazardous materials.
• Participate in periodic audits and training related to mailroom operations.

Qualifications

Education:

• High school diploma or equivalent required.
• Additional coursework or certification in office administration is a plus.

Experience:

• 1–2 years of experience in mailroom, office, or clerical support preferred.
• Familiarity with courier and postal systems desirable.

Skills:

• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Basic computer skills (Microsoft Office, email systems, shipping software).
• Ability to lift and move packages up to [insert weight limit, e.g., 50 lbs].
• Excellent communication and customer service skills.