Mail Operations Leader - Documentation & Workflow

Gainbridge; Zionsville (IN); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life Insurance

Short and Long-Term Disability

401K plan

Employee Assistance Program

Job summary

Group 1001 Insurance is seeking a hands-on Mail Operations Leader to manage the mailroom, document routing, and records management. You will oversee inbound/outbound mail, testing workflows, and ensure robust SOPs and compliance across the unit.

This role drives process improvements and integrates automation to boost speed and accuracy. The position requires 3–5 years in mail or document management with 2+ years in supervision, strong communication, and proficiency in policy systems and MS

Qualifications

• High school diploma or GED required; associate or bachelor’s preferred.
• 3–5 years mailroom or document management experience.
• At least 2 years of supervisory or team leadership experience.
• Experience with document management systems and mailroom technology.
• Excellent communication skills both verbal and written.
• Strong team leader and results oriented to establish a positive and effective working environment.
• Proficiency with policy administration systems and Microsoft Office Suite.
• Adaptability to an ever changing and growing organization.
• Ability to stand, walk, lift, and operate mailroom equipment for extended periods of time.
• Preferred Certification in Records Management or related field.
• Experience with enterprise document management systems, workflow management, and/or imaging systems.
• Knowledge of compliance requirements (HIPAA, SOX, etc.) as applicable to industry.
• Lean Six Sigma or process improvement certification.
• This position requires full-time, in-office, five days per week, Monday through Friday 8:00 am to 5:00 pm.

Responsibilities

• Oversee daily mailroom operations including sorting, processing, and distributing incoming and outgoing mail and packages.
• Manage daily workflow allocation and prioritization to meet service level agreements (SLAs).
• Monitor pending inventory and implement strategies to reduce cycle times.
• Ensure contingency plans are established to handle significant volume influxes.
• Develop and maintain standard operating procedures (SOPs) for all mailroom functions.
• Coordinate with postal services, courier companies, and shipping vendors to ensure timely deliveries.
• Manage postage accounts, metering systems, and shipping supplies.
• Establish and maintain efficient mail routing schedules and delivery routes.
• Process certified mail, registered mail, and packages requiring signatures or special handling.
• Ensure sensitive documents are routed to appropriate personnel with proper chain of custody.
• Oversee document routing procedures and workflows.
• Refine and revise procedures and workflows, leveraging automation to develop efficiencies where possible.
• Manage daily workflow allocation and prioritization to meet service level agreements (SLAs).
• Monitor pending inventory and implement strategies to reduce cycle times.
• Ensure contingency plans are established to handle significant volume influxes.
• Develop and maintain standard operating procedures (SOPs) for all indexing functions.
• Develop and enforce document classification and prioritization protocols.
• Manage digital and physical document tracking systems.
• Maintain accurate logs and records of all mail and document transactions.
• Ensure compliance with regulatory requirements for document handling and retention Implement chain-of-custody procedures for legal, financial, and confidential documents.
• Manage mailroom equipment including postage meters, scanners, and tracking software.
• Identify opportunities for automation and process improvement.
• Implement and maintain electronic document management systems.
• Generate reports on mailroom metrics, costs, and efficiency.
• Aid in management of the mailroom and indexing operating budget.
• Monitor and control postage and shipping costs.
• Negotiate contracts with postal and courier service providers, in conjunction with internal service partners.
• Procure and maintain mailroom supplies and equipment.
• Lead, coach, and develop Operations Supervisors (functional people managers) and Team Leads.
• Establish and monitor team and individual performance metrics and conduct regular performance reviews.
• Identify training needs and implement development programs, as needed.
• Foster a culture of accuracy, efficiency, and exceptional service.

Skills

Communication skills

Leadership

Microsoft Office Suite

Policy administration systems

Lean Six Sigma

Education

High school diploma or GED

Associate’s or Bachelor’s degree preferred

Tools

Microsoft Office

Document management systems

Mailroom technology

Job description

Group 1001 Insurance is seeking a hands-on Mail Operations Leader to manage the mailroom, document routing, and records management. You will oversee inbound/outbound mail, testing workflows, and ensure robust SOPs and compliance across the unit.

This role drives process improvements and integrates automation to boost speed and accuracy. The position requires 3–5 years in mail or document management with 2+ years in supervision, strong communication, and proficiency in policy systems and MS