Lead Mail Services Associate

tmgofficeservices; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

tmgofficeservices in San Francisco is seeking a Lead Mail Services Associate to oversee mailroom operations, mentor onsite staff, and ensure accurate processing, delivery, and shipping of inbound and outbound mail.

You will handle customer requests, supervise shifts, manage mail research, signatures, metering, and international shipments, while maintaining logs and upholding safety procedures. The role requires strong communication, reliability, and experience with FedEx/UPS and USPS.

Qualifications

• High School diploma or GED required.
• Ability to lift up to 50 lbs.
• Minimum 1-year experience in a mail room or with FedEx/UPS.
• Minimum 1-year experience in a supervisor or manager position.
• Proficiency in MS-Office: Word, Excel, Outlook, and PowerPoint.
• Knowledge of postage meters, UPS, FedEx, DHL and USPS.
• Good working knowledge of mail and computer basics.
• Handling confidential information appropriately.

Responsibilities

• Provide outstanding customer service to end users regarding their mail and shipping requests.
• Provide day to day leadership and shift supervision to Mailroom Associates onsite.
• Respond to and manage incoming customer requests via email, in person, or our ticketing system.
• Act as first point of contact for customer service escalations.
• Sort and research incoming USPS mail.
• Scan incoming mail for digital delivery to recipients.
• Deliver mail and packages to recipients in the building.
• Scan incoming mail and packages into our mailroom system.
• Operate PDAs and scanners to capture signatures for accountable items.
• Manage racks for packages in alphabetical order.
• Prepare outbound mailers for metering and packing shipments.
• Meter outbound mail and create shipping labels (domestic/international).
• Create documents for international shipments and liaise with couriers.
• Follow up with courier companies regarding shipment issues.
• Document inbound/outbound mail volumes in logs.
• Maintain workspace cleanliness and safety.
• Collect metrics and complete weekly/monthly reports.
• Other duties as requested.

Skills

Customer service

Leadership

Verbal communication

Written communication

MS-Office

Team supervision

Attention to detail

Education

High School diploma or GED

Tools

PDAs

Scanners

Mailroom software

Postage meters

Job description

Summary

This position supports all the mail and shipping & receiving needs for our client. The Lead Mail Services Associate (MSA) oversees our mailroom operations and provides leadership to our associates working onsite to process, deliver and ship all inbound and outbound mail and packages.

Specific Duties & Responsibilities

• Provide outstanding customer service to end users regarding their mail and shipping requests.
• Provide day to day leadership and shift supervision to Mailroom Associates working onsite.
• Respond to and manage incoming customer requests received via email, in person or our ticketing system.
• Act as first point of contact for customer service escalations.
• Sort and research incoming USPS mail.
• Scan incoming mail for digital delivery to various recipients as needed.
• Deliver incoming mail and packages to recipients in the building as needed.
• Scan incoming accountable mail and packages into our mailroom software system.
• Utilize PDAs and scanners to ensure that signatures are collected as proof of pick-up or delivery for accountable mail and packages.
• Manage current racks for packages in alphabetical order for packages to be picked up and signed for.
• Prepare outbound mailers for metering, including folding letters and stuffing envelopes.
• Meter outbound mail.
• Pack outgoing shipments to protect contents during shipping.
• Create outbound shipping labels including for international shipments using couriers such as FedEx, UPS and DHL.
• Create commercial invoices and other documentation as necessary for international shipments.
• Follow up with courier companies regarding any issues with domestic and international shipments.
• Operate various machines as needed to complete assigned tasks.
• Accurately document inbound and outbound mail and other volumes as needed in logs.
• Maintain cleanliness of workspace throughout shift.
• Ensure safety and security procedures are followed at all times.
• Collect metric volumes and complete weekly and monthly management report.
• Other duties as requested.

Qualifications

• High School diploma or GED equivalent required.
• Ability to lift up to 50 lbs.
• Strong customer service skills.
• Strong verbal and written communications skills.
• Minimum 1-year experience in a mail room or experience at FedEx and/or UPS.
• Minimum 1-year experience in a supervisor or manager position.
• Postage Meter, UPS, FedEx, DHL and USPS knowledge.
• Have good working knowledge of mail and computer basics.
• Proficiency in MS-Office: Word, Excel, Outlook, and Power Point.
• Ability to appropriately handle confidential and highly sensitive material