Mail Coordinator

System One; Virginia (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

System One is seeking a Mail Coordinator to manage inbound mail, express shipments, and campus-wide distribution at our Vienna, VA location. This onsite role emphasizes accuracy, tracking, and prompt delivery of internal documents and packages while coordinating with internal customers and partners to keep operations running smoothly.

The ideal candidate will possess strong attention to detail, teamwork, and excellent communication skills.

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

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.

Skills

Attention to detail

Team collaboration

Deadline driven

Multitasking

Decision making

Guidelines compliance

Communication skills

Research & analysis

Time management

Job description

Job Description

System One is hiring for a Mail Coordinator

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
• Worki