Mail Coordinator

System One; Merrifield (VA); On-site; USD 32,000 - 42,000; Full time

Job summary

System One, Vienna VA, is seeking a Mail Coordinator for a contract, onsite role. You will manage inbound/outbound mail, track shipments, and support campus departments.

The ideal candidate has strong attention to detail, teamwork skills, experience in high production environments, and proficiency with office software. You will work with FedEx/USPS tools and help maintain mail rooms and security.

Qualifications

• Strong attention to detail and accuracy in mail handling.
• Ability to collaborate across departments and teams.
• Experience in high production environment meeting deadlines.
• Proven multitasking with independent and team work.
• Excellent verbal and written communication skills.
• Familiarity with courier software (FedEx/USPS/UPS) desired.
• Proficiency with Microsoft Office products desired.

Responsibilities

• Deliver inbound mail and packages across campus.
• Maintain records of mail handling activities.
• Ensure timely delivery of USPS correspondence and shipments.
• Use tracking systems to document chain of custody.
• Organize, timestamp, and distribute inbound mail.
• Identify employee delivery locations using available tools.
• Research and re-route mail as needed.
• Assist employees with mail inquiries and supplies.
• Maintain campus mail rooms and ensure security of forms.

Skills

Detail oriented

Team collaboration

High production environment

Multi-tasking

Customer service

Courier software knowledge

MS Office

Tools

Microsoft Office

Job description

Job Title: Mail Coordinator
Location: Vienna, VA
Type: Contract
Work Model: Onsite – onsite

Responsibilities

• Deliver inbound mail and packages, internal documents, and facilitate handling and transport of outbound mail and packages across campus.
• Maintain accurate records of mail handling activities and work closely with internal customers and business partners to ensure smooth operations.
• Ensure timely and accurate delivery of all inbound USPS correspondence, express shipments, and internal documents and orders.
• Utilize tracking systems to scan and document chain of custody records for inbound express items and internal packages.
• Organize, review, and timestamp inbound USPS correspondence for distribution to on-campus contacts.
• Identify employee locations for deliveries using available tools and resources.
• Research and re‑route mail independently as needed.
• Establish and maintain effective communication with business units, partners, and internal customers.
• Retrieve and transport outbound mail, enterprise correspondence, and packages from drop‑off locations to the Mail Center for shipping.
• Handle time‑sensitive mailings and projects responsibly.
• Assist employees with mail inquiries, supplies, and challenges.
• Research and verify address information requests with Social Security Administration and Veteran’s Administration.
• Maintain knowledge of organizational structure to ensure delivery accuracy and communication flow.
• Assist with campus signage placement if necessary.
• Process time‑sensitive packages, supplies, and projects as needed.
• Support training of new employees on team operations and initiatives.
• Ensure scanned documents meet quality standards and are processed thoroughly and accurately.
• Retrieve interoffice mail, documents, and packages for distribution.
• Inspect, sort, store, and distribute controlled forms when necessary.
• Maintain security of controlled forms and secured items, safeguarding vault access.
• Investigate, report, and reconcile inventory discrepancies of controlled forms.
• File delivery confirmations for shipped controlled forms.
• Perform daily checks on campus mail issue rooms as necessary.
• Maintain campus mail rooms and related areas.
• Sort and route physical mail and electronic documents using independent judgment and research skills.
• Perform other related duties as assigned.

Requirements

• Strong attention to detail
• Ability to collaborate within a team environment and across departments
• Experience in a high production environment to meet multiple deadlines
• Skill in managing multiple responsibilities independently and in a team setting
• Skill in collecting and analyzing information to exercise sound judgment and decision makingEffective interpretation of instructions, guidelines, procedures, and practices
• Strong verbal and written communication skills
• Research, analytical, and problem‑solving skills providing exceptional customer service
• Strong time management skills and the ability to prioritize responsibilities, assignments, and projects
• Familiarity with company products, services, programs, policies, and procedures (desired)
• Demonstrated experience in mail room or office environment (desired)
• Working knowledge of courier software (FedEx, USPS, UPS) (desired)
• Proficiency with Microsoft Office products (desired)
• Experience with computers and software (desired)
• Customer service experience (desired)
• Knowledge of company functions, philosophy, operations, and organizational objectives (desired)

System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.