Facilities Mailroom Supervisor

Imagine360; Wayne (PA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Health plans

Disability & life insurance

Parental Leave

PTO 20 days

Holidays 10

Tuition reimbursement

401k

Professional development

Diversity & inclusion

Job summary

Imagine360 is seeking a Facilities Mailroom Supervisor to oversee daily mailroom operations, ensuring accurate, timely, and secure processing of mail, packages, and couriers. You will lead mailroom staff, assign workloads, monitor productivity, and ensure policy and SOP adherence.

Responsibilities include developing SOPs, coordinating cross-department projects, maintaining records, and safeguarding confidential information in a fast-paced on-site environment at Wayne, PA.

Qualifications

• High School Diploma or GED required.
• Preferred leadership experience such as Team Lead or similar.
• Bachelor's degree preferred.

Responsibilities

• Oversee daily mailroom workflow to ensure efficient processing of mail and packages.
• Develop and maintain SOPs and training materials for staff.
• Coordinate cross-department projects and provide administrative assistance as needed.
• Liaise with vendors, contractors and service providers.
• Lead meetings, trainings, and 1:1s; monitor schedules and PTO coverage.
• Monitor productivity and provide coaching to staff.
• Maintain accurate recordkeeping and organized filing systems.
• Hire, train, and develop mailroom staff; provide performance feedback.
• Manage mailroom inventory and supply orders.
• Track tasks and deadlines to ensure timely completion.

Skills

MS Office

Organizational skills

Problem solving

Analytical skills

Detail oriented

Communication skills

Time management

Independence

Education

High School Diploma or GED

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

Imagine360 is seeking a Facilities Mailroom Supervisor to join the team! The Facilities Mailroom Supervisor is responsible for overseeing the daily operations of the mailroom to ensure the accurate, timely, and secure processing of incoming and outgoing mail, packages, and courier services. This role provides leadership and guidance to mailroom staff, assigns daily workloads, monitors productivity, and ensures compliance with company policies, postal regulations, and service-level expectations. This position also assists with process improvements, maintains accurate records and reporting, resolves support services concerns, and promotes a safe, organized, and professional work environment while supporting the organization's overall business operations.

Position Location:

On-site

Responsibilities include but are not limited to:

• Oversee and coordinate daily workflow within the mailroom team to ensure efficient processing and distribution of incoming and outgoing correspondence.
• Assist in the development and maintenance of training materials and Standard Operating Procedures (SOPs).
• Support cross-functional initiatives by coordinating special projects and providing administrative assistance to various departments as assigned.
• Serve as a secondary point of contact for vendors, contractors, and service providers, fostering professional relationships and assisting with coordination as needed.
• Lead, attend, and participate in 1:1s, team meetings, trainings, and other job specific events as required.
• Monitor employee schedules and PTO coverage to meet business needs.
• Monitor employee productivity and provide constructive feedback and coaching.
• Communicate professionally and effectively.
• Perform other duties and projects assigned.
• Develop and maintain department policies and procedures.
• Monitor office supply inventory and assists with ordering and replenishing materials to support daily operations.
• Track assigned tasks, project milestones, and deadlines to ensure timely completion and effective follow-through.
• Ensure all end-of-day backlog reports are accurately completed, collected, and distributed to the appropriate departments and stakeholders.
• Maintain organized filing systems and accurate recordkeeping within the mail filing room, ensuring documents are properly stored and easily accessible.
• Handle confidential and sensitive information with professionalism, discretion, and integrity.
• Hires, trains, and professionally develops staff effectively.
• Flexible, detailed, and able to successfully adapt to change.
• Scheduling, coaching, performance feedback, attendance monitoring, workflow assignment, escalation support.
• Provide daily team direction, coaching and feedback.
• Escalation handling.

Education and Experience:

• High School Diploma or GED required

Preferred Education and Experience:

• Previous leadership experience, such as Team Lead or Account Management
• Bachelor's degree preferred

Skills and Abilities:

• Working knowledge of computers and software including but not limited to Microsoft Office products.
• Work in a fast-paced environment.
• Demonstrated organizational, problem solving, and analytical skills as well as detail oriented.
• Strong written, telephonic, and oral communication skills
• Demonstrated ability to work independently, prioritize workloads, multi-task and manage priorities to meet deadlines.
• Ability to meet deadlines, handle stress, interacts professionally with others.

Licenses or Certification:

N/A

Physical Requirements:

The employee must be able to stand, walk, bend, reach, lift, carry, push, and pull mail trays, packages, carts, and office supplies as needed throughout the workday. The role may require frequent movement between work areas, handling incoming and outgoing mail, operating standard mailroom and office equipment, and lifting or moving items with assistance as appropriate. The employee must be able to perform these duties with or without reasonable accommodation.

Imagine360 will make reasonable accommodations to enable applicants to participate in the interview process and other aspects of the hiring process, as well as for current employees, when Human Resources is aware of the need for such accommodations.

I understand that it is my responsibility to contact Human Resources if I need the company to consider making any accommodations to enable me to participate in the hiring process, including the interview, or for any of the job activities, duties or responsibilities included in this Job Description for any of the following reasons:

• Physical or mental health condition;
• Pregnancy or childbirth or medical conditions relating to the same;
• Religious belief, practice or observance.

What can Imagine360 offer you?

• Multiple Health plan options
• Company paid employee premiums for disability and life insurance
• Parental Leave Policy
• 20 days PTO to start / 10 Paid Holidays
• Tuition reimbursement
• 401k Company contribution
• Company paid Short & Long term Disability plus Life Insurance
• Professional development initiatives / continuous learning opportunities
• Opportunities to participate in and support the company's diversity and inclusion initiatives

Imagine360 is a health plan solution company that combines 50+ years of self-funding healthcare expertise. Over the years, we've helped thousands of employers save billions on healthcare. Our breakthrough total health plan solution is fixing today's one-size-fits-none PPO insurance problems with powerful, customized, member-focused solutions.

Imagine360 is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.