Lead Mailroom Associate

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

Benefits offered by this job

Career Growth

Learning & Development

Talent recognition

Benefits package

Job summary

SPS North America in Santa Clara, CA seeks a Lead Mailroom Associate to oversee daily mailroom operations and support office services, ensuring timely mail handling and excellent client experience.

The role requires leadership in mail/shipping, strong communication and organizational skills, and the ability to manage multiple priorities while maintaining confidentiality and compliance with company policies.

Qualifications

• High school diploma or equivalent.
• 2+ years in mailroom/shipping/receiving/office services, with 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.
• Knowledge of shipping/receiving procedures, packing methods, and chain-of-custody practices.
• Ability to handle confidential materials with sound judgment.
• Ability to work independently while leading daily operations.
• Professional, dependable, and compliant with company policies.

Responsibilities

• Oversee daily mailroom operations and ensure timely, accurate service delivery.
• Receive, sort, distribute, and process 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 (postage meters, scanners, label printers, copiers, MFDs).
• Monitor inventory and coordinate equipment service requests.
• Provide reception coverage and assist employees, visitors, vendors.
• Support hospitality by restocking pantries, conference room setups, and office moves.
• Train and support backup personnel during downtime.

Skills

Communication

Customer service

Organization

Time management

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

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.

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.

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 into the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of 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, Identity Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401(k) with matching, Entertainment Discounts, and Paid Time Off.
  • 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.