Administrative Mailroom Coordinator

The Doctors Company; Napa (CA); On-site; USD 41,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision insurance

401(k) with company match

Vacation, sick and paid personal days

Paid holidays

Life and travel insurance

Commuter benefits

Learning opportunities and training

Cross-functional career opportunities

Business casual environment

Volunteer time off

Matching charitable donations

Job summary

The Doctors Company, headquartered in Napa, CA, seeks a Mailroom Coordinator to support our mailroom operations under supervision within the Administrative Services team.

Responsibilities include mail handling, shipping, scanning documents, and maintaining imaging equipment, while upholding compliance and continuous improvement. Strong customer service and basic lifting capability are required.

Qualifications

• High school graduate or equivalent combination of education and experience.
• 3–5 years of mailroom experience.
• 3–5 years of customer service experience.
• 3–5 years of experience with document imaging.
• Ability to lift up to 40 pounds.

Responsibilities

• Deliver general mail, shipments and interoffice mail; follow mailroom guidelines.
• Prepare outgoing mail by packaging, sorting, weighing and stamping.
• Record postage due and chargebacks for mail and shipments.
• Operate and maintain postage meter, scale, inserter and imaging equipment.
• Maintain PO permits, BRM and postage accounts and certified mail fees.
• Maintain professional relationships with employees and vendors.
• Evaluate suppliers and communicate with stakeholders.
• Sort, prep and scan paper documents; follow retention guidelines.
• Maintain compliance with policies and complete required training.
• Identify process improvements and report status to leadership.

Skills

Mailroom operations

Customer service

Document imaging

Material handling

Education

High school diploma

Tools

Postage meter

Scale

Inserter

Imaging equipment

Job description

The Doctors Company has an opportunity for a Mailroom Coordinator to join our team, located at our headquarters in Napa, CA.

Position Mission

As part of the Administrative Services team, the Mailroom Coordinator will support our mailroom operations. You will operate the Headquarters mailroom with immediate supervision and follow standard procedures to accomplish assigned tasks.

Qualifications

• High school graduate or equivalent combination of education and experience required.
• Three (3) to five (5) years of experience with operating a mailroom.
• Three (3) to five (5) years of experience in a work environment providing customer service.
• Three (3) to five (5) years of experience working with document imaging.
• Ability to safely lift, carry, and move packages and materials weighing up to 40 pounds.

Responsibilities

Mail Operations

• Responsible for delivery of general mail, shipments, and interoffice mail; Adhere to mailroom guidelines including US Postal rates and regulations
• Prepare outgoing mail and shipments by packaging, sorting, weighing, and stamping
• Assist in keeping records of postage due and chargebacks for mail and shipments
• Operate and maintain full range of mailroom equipment, including postage meter, scale, inserter, and imaging equipment
• Maintain PO permits, BRM accounts, postage accounts, and certified mail fees for all locations

Customer Service

• Maintain professional and effective working relationships with employees at all levels of the organization
• Maintain professional and effective relationships with vendors and external customers.
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement
• Maintain interaction between vendors and internal stakeholders to provide adequate communication

Document Scanning

• Sort, prep, and scan paper documents
• Follow retention guidelines for destruction of paper documents

Learning, Development & Compliance

• Maintain full compliance with all organizational policies, procedures, and established standards (e.g. accurately recording time worked, Submitting PTO, mandatory corporate training)
• Keep technical knowledge and skills current to effectively support department priorities.
• Complete all performance and development activities including the performance review process in a timely manner.
• Fulfill all required training and development obligations to maintain essential skills and credentials.
• Complete all mandatory compliance courses on time, meeting corporate training standards.
• Pursue additional learning opportunities that strengthen professional capabilities and contribute to team and organizational performance, with prior manager approval.

Other Duties as Assigned

Support enterprise and departmental objectives by taking on assigned projects and delegated tasks with accountability, attention to detail, and timely execution.

Identify and implement process improvements that enhance business efficiency and strengthen organizational effectiveness.

Proactively provide regular updates to leadership on project status, deliverables, and outcomes.

Maintain flexibility and agility to take on additional responsibilities as organizational needs evolve

Salary Range

$41,094 - 53,935

This position is eligible for participation in the Company's Short-Term Incentive Plan (STIP), offering additional compensation driven by individual and company performance.

Compensation is determined based on factors such as skills, experience, education, and market considerations. We consider factors such as specialized skills, depth of knowledge in the field, and educational background to ensure fair and competitive pay. Salary may also include additional geographic differential for employees working in higher-cost labor markets, including states such as New York and California. While the posted range reflects our anticipated hiring range, we remain open to considering candidates with exceptional qualifications, specialized expertise, or directly relevant experience that may warrant compensation outside of that range.

We offer competitive compensation, incentive bonus plans, outstanding career opportunities, an exceptional work environment, and an impressive benefits package, which starts with medical, family and bereavement leave; same-sex domestic partner benefits; short- and long-term disability programs; and an employee assistance program. There's more:

• Health, dental, and vision insurance
• Health care tax-free spending accounts with a company match
• 401(k) and Roth IRA with company match, as well as catch-up plans for both
• Vacation days, sick days, and paid personal days each calendar year (with vacation increases based on length of service)
• Paid holidays each calendar year
• Life and travel insurance
• Tax-free commuter benefits
• In-person and online learning opportunities
• Cross-function career opportunities
• Business casual work environment
• Time off to volunteer
• Matching donations to qualifying nonprofit organizations
• Company-sponsored participation at non-profit events

About The Doctors Company

The Doctors Company is the nation’s largest physician-owned medical malpractice insurer. Founded and led by physicians, we are committed to advancing, protecting, and rewarding the practice of good medicine.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.