Mail Operations Manager

Blitt & Gaines, P.C; Vernon; On-site; CAD 55,000 - 75,000; Full time

Job summary

A law firm is seeking a Mail Operations Manager to oversee all mail and package operations for over 400 employees. In this full-time, in-person role, you will manage a team, ensure timely processing of documents, maintain vendor relationships, and oversee training and performance evaluations. Ideal candidates should have prior leadership experience and excellent organizational skills.

Qualifications

• Prior leadership experience is required.
• Mailroom or legal assistant experience is a plus.

Responsibilities

• Manage mail room operations and staff.
• Ensure timely and accurate mail processing.
• Maintain vendor relationships and oversee improvements.
• Communicate effectively with management and staff.
• Manage record keeping and document processes.
• Supervise and train Document Specialists.

Skills

Organizational skills

Multitasking

Time-management

Written communication

Verbal communication

Problem-solving skills

Delegation

Education

High school diploma or GED

Tools

Microsoft Office Suite (Word, Excel, PowerPoint)

Microsoft Outlook

Job description

Description

Job Title : Mail Operations Manager

Job Summary : The Mail Operations Manager oversees all incoming and outgoing mail and packages for our firm of over 400 employees across nine (9) states. This role manages the mail room staff of 6 people and coordinates mail pickup, delivery and processing as well as scanning and faxing of legal documents. This is a full-time, in-person position at the Vernon Hills office

Job Duties and Responsibilities :

• Oversee a team of Document Specialists, ensuring timely and error-free daily mail processing, as well as scanning and faxing.
• Maintain vendor relationships including to plan and supervise process improvement initiatives and act as a liaison to vendors.
• Communicate with Management and staff on expectations and scheduling within the Mail Room, as well as advocating for team needs.
• Manage record keeping system. Ensure electronic and hard copy files are maintained under company policies and procedures.
• Assist with all duties of a Document Specialist, including opening and sorting mail, preparing outgoing mail, scanning, faxing, and assisting vendors and visitors, as needed.
• Able to manage the functions of all mail and document service equipment, including scanning, metering, and inserting machines.
• Responsible for staff reviews and performance improvement plans
• Review and approve employee punch times, request offs, and overtime requests
• Able to problem solve, brainstorm, and collaborate with management and the staff in order to solve personnel and / or document issues
• Propose improvements on policies to management
• Maintain and update training guides
• Provide formal supervision to employees including the training and development of staff and oversee the recruiting and hiring of new employees.
• Assess, improve, and document processes, as needed.

Education and Experience :

High school diploma or GED required.

Must have prior leadership experience.

Mailroom or legal assistant experience is a plus.

Knowledge, Skills and Abilities :

Strong organizational, multitasking, and time-management skills.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

Strong problem-solving skills with the ability to manage multiple priorities.

Must be able to use office equipment, including computer, printer, and scanner. Familiarity with Microsoft Outlook, Microsoft Office, and mailroom machines is a plus.

Ability to delegate tasks effectively, monitor team performance, and advocate for team needs.

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