Digital Mail Distribution Assistant

Hrs Talent Solutions; Bay of Plenty; Remote; NZD 56,000 - 59,000; Full time

Job summary

Hrs Talent Solutions is seeking a Digital Mail Distribution Assistant to work remotely in New Zealand. You will review scanned mail, route items using approved channels, and maintain a digital receipt log for traceability.

This role emphasizes accuracy, confidentiality, and proper routing across departments. The position focuses on handling digital mail with a clear boundary: no interpretation of the underlying matter; training will cover privacy rules, software, and routing procedures.

Qualifications

• Experience in office administration, customer service, reception, or records work is helpful.
• You will be trained on the company’s categories, privacy rules, and software.

Responsibilities

• Open assigned scanned-mail items in the web-based queue.
• Identify a recipient or department using routing instructions.
• Log receipt, delivery, and exceptions in the online tracker.
• Escalate ambiguous or time-sensitive material promptly.
• Correct a routing error and document the change when instructed.
• Keep confidential items within their permitted access group.

Skills

Office administration

Customer service

Reception

Records work

Job description

Digital Mail Distribution Assistant

Office Administration | Digital Mail | Remote | Full-time | 56,160–59,280 per year

Many offices receive mail that is scanned into a shared system before the right team sees it. The Digital Mail Distribution Assistant reviews assigned scans, checks recipient and document type, and sends each item through the employer's approved online route. This is remote office administration with a clear boundary: you distribute and record the item; you do not make decisions about its legal, financial, or customer-facing meaning.

What a scan can tell you

The envelope may name one person while the document inside relates to another department. Read the routing guide and the visible information needed to direct it, without sharing the scan more widely than necessary. If a page is missing, upside down, or unreadable, flag it for a better copy. A document marked urgent may warrant prompt escalation, but its urgency still needs to be handled within the employer's process. When you cannot determine the owner, keep it in a review queue rather than guessing.

The work includes maintaining a digital receipt log: when the scan arrived, where it was sent, and whether anything prevented delivery. If a team says an item belongs elsewhere, update the record and route it under the approved correction procedure. You may also answer routine questions about whether an item was received, a form of customer service that depends on an accurate trail. Do not tell anyone that a substantive request has been approved just because the mail arrived.

An incoming digital letter may be addressed to a department while mentioning a specific customer record. Check the assigned routing rules and attach it only where access is authorised. A document with no clear recipient should be held for review, not placed in a general folder where it might be overlooked. When a sender follows up, the distribution log should show when the item arrived and which team received it. This role handles office correspondence, not decisions about the underlying matter.

Responsibilities in practice

Open assigned scanned-mail items in the web-based queue. Identify a recipient or department using approved routing instructions. Check that the scan is legible and appears complete.

Route it through the designated secure channel. Log receipt, delivery, and exceptions in the online tracker. Escalate ambiguous or time-sensitive material promptly.

Correct a routing error and document the change when instructed. Keep confidential items within their permitted access group.

Experience in office administration, customer service, reception, or records work is helpful. No previous mailroom employment is required; the hiring company will train you on its categories, privacy rules, and software. You should be comfortable handling digital files, reading names accurately, and writing a concise exception note. You will not be expected to interpret documents that need a specialist.

A private home office or equivalent setting is appropriate for confidential scans. The employer will confirm the actual pay and equipment.

When several pages arrive as one scan, check whether they belong together before routing the file. A cover page may identify one department while the following pages concern another. If the scan is incomplete, record the missing portion as an exception and request a new image through the assigned process. Keep the original receipt date visible; a later rescan should not make the document appear newly arrived. This careful trail helps the receiving team prioritize without asking you to interpret the content.

If a scan is missing a page or is too faint to read, record the problem and follow the approved rescan or sender-contact process. Do not present an incomplete image as a complete document. A newcomer can learn the filing system and departmental routes; careful reading and discretion are the starting skills. Remote work takes place through online mail queues and electronic records, with a private home office or comparable space for confidential material.