Mail Operator Lead

ALMADEN; Cotati (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

ALMADEN in Cotati, California seeks a Mail Operator Lead to coordinate daily mailing operations in a fast-paced print environment. You will lead the mailing team, ensure jobs are processed accurately, and maintain production schedules and quality standards.

The role requires expertise in direct mail production, mailing equipment, USPS rules, and mail preparation. You will troubleshoot issues, coordinate workflow with project managers, sales, and other departments to meet deadlines and USPS

Qualifications

• 5+ years of direct mail or mailing operations experience in a print manufacturing environment.
• Experience operating and troubleshooting mailing equipment and related production systems.
• Working knowledge of USPS regulations, including referencing the DMM, postal prep, and discounts.
• Familiarity with mail sorting, addressing, and mail production equipment.
• Proficiency in Microsoft Office and Adobe Acrobat.

Responsibilities

• Coordinate daily mailing operations to ensure jobs are completed accurately, efficiently, and on schedule.
• Operate, set up, and troubleshoot mailing equipment such as inserting, addressing, inkjet, tabbing, and sorting equipment.
• Monitor job specs, production quantities, mail piece integrity, and quality throughout the mailing process.
• Verify mailing documentation, postage requirements, and production paperwork for accuracy.
• Provide day-to-day direction to operators and coordinate workloads to meet deadlines.
• Ensure compliance with USPS regulations and postal preparation requirements.

Skills

Direct mail ops

Equipment troubleshooting

USPS regulations

Team leadership

MS Office

Tools

BCC Mail Software

Endicia Pro/Dazzle

USPS Gateway

MIS/ERP systems

Job description

We are seeking an energetic, hands-on, and solution-oriented Mail Operator Lead to coordinate daily mailing operations in a fast-paced, deadline-driven print manufacturing environment. This individual will lead and support the mailing team, ensure mailing jobs are processed accurately and efficiently, and help maintain production schedules and quality standards.

The ideal candidate has a strong understanding of direct mail production, mailing equipment, postal regulations, and mail preparation requirements. This person will lead, by example, troubleshoot production issues, coordinate workflow, and work closely with project managers, sales representatives, and other production departments to ensure jobs are completed on time and meet customer and USPS requirements.

Qualifications and Experience

• 5+ years of direct mail or mailing operations experience in a print manufacturing environment.
• Experience operating and troubleshooting mailing equipment and related production systems.
• Working knowledge of USPS regulations, including referencing the Domestic Mail Manual (DMM), postal preparation requirements, and postage discounts.
• Familiarity with mail sorting, inserting, addressing, inkjet addressing, tabbing, and other mailing production equipment.
• Knowledge of mailing list processing, postal presorting, and mail logistics preferred.
• Proficiency in Microsoft Office and Adobe Acrobat.
• Familiarity with BCC Mail Software, Endicia Professional/Dazzle, USPS Gateway, or similar mailing software preferred. Knowledge in MIS/ERP systems for schedule tracking preferred.
• Strong organizational, time management, and problem-solving skills.
• Excellent attention to detail and commitment to quality and accuracy.
• Ability to prioritize multiple jobs and meet tight production deadlines.
• Previous experience training or providing day-to-day direction to other operators preferred.

Key Responsibilities

Mailing Operations and Production

• Coordinate daily mailing operations to ensure jobs are completed accurately, efficiently, and on schedule.
• Operate, set up, and troubleshoot mailing equipment, including inserting, addressing, inkjet, tabbing, and mail sorting equipment, as applicable.
• Monitor job specifications, production quantities, mail piece integrity, and quality throughout the mailing process.
• Ensure mail pieces are prepared, sorted, bundled, tray-packed, and palletized according to job specifications and USPS requirements.
• Verify mailing documentation, postage requirements, and production paperwork for accuracy.
• Identify and resolve equipment, production, and mailing issues to minimize downtime and delays.

Team Leadership and Workflow Coordination

• Provide day-to-day direction and support to mailing operators and other team members.
• Assign and coordinate workloads based on job priorities, staffing, equipment availability, and production deadlines.
• Train team members on equipment operation, job procedures, safety practices, and quality standards.
• Monitor productivity and work quality, providing guidance and addressing issues as needed.
• Communicate job status, potential delays, and resource needs to management and relevant departments.

Postal Compliance and Logistics

• Ensure mailing jobs comply with applicable USPS regulations and postal preparation requirements.
• Coordinate with the mailing data team to verify presort results, mailing documentation, and job readiness.
• Support postal paperwork preparation, postage calculations, and drop shipment coordination as needed.
• Assist with resolving postal issues and coordinating mail deliveries or drop shipments with USPS and transportation providers.
• Ensure completed mailings are properly staged and prepared for timely delivery to the appropriate postal facilities.

Cross Department Coordination

• Work closely with project managers, sales representatives, mailing data personnel, bindery, shipping, and other production teams to coordinate job flow.
• Review job tickets and specifications to confirm production requirements before processing.
• Communicate job status, material shortages, quality concerns, and scheduling conflicts promptly.
• Assist the shipping department with staging, palletizing, loading, and coordinating outbound mail as needed.

Safety and Continuous Improvement

• Follow established safety procedures and ensure equipment is operated safely.
• Maintain an organized, clean, and efficient work area.
• Identify opportunities to improve production efficiency, reduce waste, and minimize downtime.
• Support preventive maintenance and report equipment issues requiring service.

Success in This Role

• Success in this position requires a hands-on leader who can keep mailing operations running smoothly, maintain high-quality standards, support the development of team members, and ensure mailing jobs meet production deadlines and postal requirements.