Lead Mailroom Associate

Spsnorthamerica; Santa Clara (CA); On-site; USD 35,817 - 37,195; Full time

Benefits offered by this job

Career growth

Learning & development

Bonuses for referrals

Paid time off

401k with matching

Commuter benefits

Job summary

SPS is seeking a Lead Mailroom Associate in Santa Clara to oversee daily mailroom operations, shipping, and workplace support services. You will lead the team, ensure timely service, and coordinate with carriers while maintaining secure handling of confidential materials.

The role requires 2+ years in mailroom/office operations with at least 1 year in a lead role, strong communication skills, and proficiency with MS Office and mailroom equipment. Onsite work with standard hours.

Qualifications

• High school diploma or equivalent required.
• 2+ years in mailroom, shipping/receiving, office services, or related operations, including at least 1 year in a lead or supervisory role preferred.
• Strong communication, customer service, and organizational skills.
• Proficiency with Microsoft Office and mailroom-related systems and equipment.
• Ability to handle confidential or sensitive materials and work independently while leading daily operations.
• Willing to obtain an onsite HazMat certification for lithium battery package handling.

Responsibilities

• Lead Mail & Shipping Operations.
• Oversee daily mailroom operations and ensure timely, accurate service delivery.
• Receive, sort, distribute, and process incoming and outgoing mail and packages.
• Coordinate shipments through USPS, UPS, FedEx, and other courier services.
• Track deliveries, maintain shipping records, and respond to mail and package inquiries.
• Notify employees of incoming deliveries and ensure secure handling of confidential materials.
• Maintain a clean, organized mailroom environment.
• Follow shipping, safety, and chain-of-custody procedures.
• Operate and maintain mailroom equipment, including postage meters, scanners, label printers, copiers, and multifunction devices (MFDs).
• Monitor office and mailroom supply inventory and coordinate equipment service requests as needed.
• Provide reception coverage and assist employees, visitors, and vendors as needed.
• Support hospitality services by restocking pantries, assisting with conference room setups, and supporting office moves.
• Train and support backup personnel while assisting with additional operational needs during downtime.

Skills

Communication

Customer service

Organizational skills

Time management

Microsoft Office

Mailroom equipment

Education

High school diploma or equivalent

Tools

Postage meters

Scanners

Label printers

Copiers

Multifunction devices

Job description

Lead Workplace Operations

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Typical Working Hours: Mondays to Fridays; 8AM - 5PM / 9AM - 6PM (Tentative)

If you're an experienced mailroom professional with leadership skills and a passion for delivering exceptional service, this role is for you. As a Lead Mailroom Associate, you'll oversee daily mailroom operations while ensuring efficient mail, shipping, and workplace support services. You'll serve as the primary resource for office services, helping maintain seamless business operations and an outstanding client experience.

Why This Role Matters

Behind every productive workplace is an efficient operation. By leading mailroom services, coordinating shipments, and supporting workplace operations, you'll help ensure employees and clients receive timely, accurate, and professional service every day.

What You'll Do

Lead Mail & Shipping Operations

• Oversee daily mailroom operations and ensure timely, accurate service delivery
• Receive, sort, distribute, and process incoming and outgoing mail and packages
• Coordinate shipments through USPS, UPS, FedEx, and other courier services
• Track deliveries, maintain shipping records, and respond to mail and package inquiries
• Notify employees of incoming deliveries and ensure secure handling of confidential materials
• Maintain a clean, organized, and efficient mailroom environment

Shipping Compliance & Equipment

• Follow shipping, safety, and chain-of-custody procedures
• Operate and maintain mailroom equipment, including postage meters, scanners, label printers, copiers, and multifunction devices (MFDs)
• Monitor office and mailroom supply inventory and coordinate equipment service requests as needed

Reception & Workplace Support

• Provide reception coverage and assist employees, visitors, and vendors as needed
• Support hospitality services by restocking pantries, assisting with conference room setups, and supporting office moves
• Train and support backup personnel while assisting with additional operational needs during downtime

What You Have

• High school diploma or equivalent required
• 2+ years of experience in mailroom, shipping/receiving, office services, or related operations, including at least 1 year in a lead or supervisory role preferred
• Strong communication, customer service, and organizational skills
• Excellent time management and ability to manage multiple priorities
• Proficiency with Microsoft Office and mailroom-related systems and equipment
• Working knowledge of shipping/receiving procedures, packing methods, and chain-of-custody practices
• Sound judgment when handling confidential or sensitive materials
• Ability to work independently while leading daily operations
• Professional, dependable, and committed to following company policies and procedures

Certification Requirement

• Must be willing to obtain an onsite Basic Hazardous Materials (HazMat) Certification for lithium battery package handling. Training and certification are fully provided by SPS/client.

Physical Requirements

• Ability to lift and move packages up to 40 lbs. regularly and up to 60 lbs. using a wheeled cart
• Ability to stand, walk, bend, kneel, and sit for extended periods throughout the workday
• Manual dexterity to operate standard office and mailroom equipment
• Ability to communicate effectively using vision, hearing, and verbal/written communication

Travel: None or Negligible

Other Duties

This job description is not intended to be a comprehensive list of duties or responsibilities. Responsibilities may change at any time with or without notice based on business needs.

Compensation:
The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors.

Vacancy Status:
This posting is for an existing vacancy.

Pay Range $26—$27 USD

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre‑Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts.
  • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings.

Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

To view our privacy policy, click on the link below: Data Privacy Statement

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.