Mail Coordinator

System One; Vienna (VA); On-site; USD 42,000 - 56,000; Part time

Job summary

System One is seeking a Mail Coordinator to manage the delivery of inbound and outbound mail and packages on-site in Vienna, VA. You will maintain accurate mail handling records, coordinate with internal customers and partners, and support campus mail operations.

The role requires strong attention to detail, excellent communication, and the ability to work in a high-production environment to meet deadlines. Multiyear contract with flexibility on pay options (C2C/W2) and onsite responsibilities.

Qualifications

• Demands strong attention to detail and accuracy.
• Ability to collaborate across departments to fulfill mail operations.
• Experience in high production environments with multiple deadlines.
• Ability to manage multiple responsibilities independently and in a team.
• Ability to collect, analyze information and exercise sound judgment.
• Ability to follow guidelines, procedures and practices accurately.
• Strong verbal and written communication skills.
• Excellent research, analytical and problem-solving abilities for customer service.
• Good time management and prioritization skills.

Responsibilities

• Ensure inbound USPS correspondence is delivered timely and accurately across campus.
• Ensure inbound express mail and packages are delivered timely and accurately across campus.
• Handle and deliver internal correspondence, documents and orders promptly.
• Use tracking systems to document chain of custody for inbound items and internal packages.
• Stamp and organize inbound USPS mail for distribution to campus contacts.
• Identify employee locations to optimize deliveries.
• Conduct research to re-route mail as needed.
• Maintain communication with business units and internal customers.
• Retrieve outbound mail and packages from drop-off to Mail Center for shipping.
• Process time-sensitive mailings and projects responsibly.
• Assist employees with mail inquiries, supplies, and issues.
• Verify address information with SSA and VA as needed.
• Keep knowledge of organizational structure to ensure delivery accuracy.
• Maintain knowledge of enterprise structure to ensure uninterrupted communication.
• Assist with campus signage placement when necessary.
• Handle time-sensitive shipments of supplies and projects as needed.
• Assist in training new staff on team operations and department initiatives.
• Ensure scanned documents meet quality standards and are processed accurately.
• Retrieve interoffice mail from drop-off locations for distribution.
• Receive, inspect, sort, store and distribute controlled forms as needed.
• Protect the security of controlled forms and secure items.
• Investigate, report and reconcile inventory discrepancies of controlled forms.
• Record delivery confirmations for all shipped items.
• Perform daily checks on readiness rooms and maintain campus mail rooms when required.
• With limited supervision, sort/route physical mail and validate/index electronic documents.
• Perform other related duties as assigned.

Skills

Attention to detail

Cross-department collaboration

High production environment

Multitasking

Judgment & decision making

Instruction compliance

Verbal & written communication

Research & problem solving

Time management

Job description

Job Title & Details

• Job Title: Mail Coordinator
• Location: Onsite in Vienna, VA.
• Pay Rate: Open to Both C2C and W2 options
• Position Type: Multiyear Contract

Job Description

Mail Logistics Coordinator I is primary responsible for the delivery of inbound mail and packages, internal documents, and facilitating the handling and transport of outbound mail and packages. This role involves delivering mail to all departments within the organization and ensuring the timely collection, handling, and transport of outbound enterprise correspondence and packages. The Mail Logistics Coordinator I must maintain an accurate record of mail handling activities and work closely with internal customers and business partners to facilitate smooth operations.

Responsibilities

• Ensure all inbound USPS correspondence received is delivered timely and accurately across campus
• Ensure all inbound express correspondence and packages received are delivered timely and accurately across campus
• Ensure all internal correspondence, documents, packages and orders collected are delivered timely and accurately across campus
• Utilize an internal tracking system to scan and document chain of custody records for inbound express items and internal packages and orders
• Organize, review, and time stamp inbound USPS correspondence for distribution to on-campus points of contact
• Uses available tools and resources to identify employee locations for deliveries
• Independently perform research to properly re-route mail
• 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 Mail Center for shipping
• Process time sensitive mailings and projects responsibly
• Aid employees with mail inquiries, supplies, and challenges
• Research and verify address information requests to the Social Security Administration and Veterans Administration
• Maintain current knowledge of the organizational structure to ensure accuracy in deliveries
• Maintain current knowledge of enterprise organizational structure to ensure the flow of communication is uninterrupted.
• Assist with placement of Signage throughout the campus if necessary
• Processing of time sensitive packages, supplies, and projects responsibly if necessary.
• Assist with training new employees on team operations and department initiatives if necessary.
• Ensures that scanned documents meet quality control standards and that the process is completed accurately and thoroughly if necessary.
• Retrieve interoffice mail, documents, and packages from drop off locations for enterprise distribution.
• Receive, inspect, sort, store and distributes controlled forms if necessary.
• Maintain physical security of controlled forms and other secured items by safeguarding vault entry and access if necessary.
• Investigate, report and reconcile any inventory discrepancies of controlled forms using the internal tracking system if necessary.
• Receive and file delivery confirmation for all controlled forms shipped if necessary.
• Daily checks on ready issue rooms throughout the campus if necessary.
• Maintain mail rooms throughout campus if necessary.
• With limited supervision, conducts research and uses judgment/independence to sort/route physical mail and validate, index, assign, and route electronic documents if necessary.
• Perform other related duties as assigned.

Qualifications

• Strong attention to detail
• Ability to collaborate within a team environment and across departments
• Experience in a high production environment to meet multiple deadlines simultaneously
• Skill in managing multiple responsibilities independently and within in a team environment
• Skill in collecting and analyzing information to exercise sound judgment and responsible decision making
• Effective skills interpreting and following instructions to guidelines, procedures, and practices
• Strong and effective verbal and written communication skills
• Effective research, analytical, and problem-solving skills that provides exceptional customer service
• Strong time management skills and the ability to prioritize responsibilities, assignments, and projects

Desired Qualifications

• Familiarity with the organization's products, services, programs, policies and procedures
• Demonstrated work experience in mail room or office environment
• Working knowledge of courier software programs (FedEx, USPS, UPS)
• Working knowledge with Microsoft Office products
• Experience or familiarity with computers and software
• Demonstrated work experience in a customer service-based environment
• Advanced knowledge of the organization's functions, philosophy, operations and organizational objectives

Company Description

System One is a leading provider of specialized, highly technical services and solutions to critical infrastructure, technology, life sciences, and government sectors. We partner with large private and public organizations who trust us to execute their complex, mission-critical initiatives through our outsourced services and workforce solutions.