Mailroom Associate

spsnorthamerica; Dallas (TX); On-site; USD 21,000 - 30,000; Full time

Job summary

spsnorthamerica in Dallas is seeking a Mailroom Associate to provide mail and shipping/receiving services, handling inbound and outbound mail, distributing packages, scanning mail, and supporting the onsite business service center with timely, courteous service.

This role emphasizes strong customer service, precise record‑keeping, and proficiency with mailroom equipment such as Kodak scanners and Pitney Bowes meters. A High School Diploma and 2+ years of related experience are preferred.

Qualifications

• High School Diploma or equivalent required.
• 2+ years of related mailroom or courier experience preferred.
• Strong written and verbal communication skills.

Responsibilities

• Process inbound/outbound mail and distribute to recipients.
• Operate mailroom equipment including postage meters and scanners.
• Maintain accurate records of receipts and mailing dates.
• Provide excellent customer service to employees and guests.

Skills

Customer service

Communication

Time management

MS Office

Education

High School Diploma

Tools

Kodak scanner

Pitney Bowes postage meter

Folder inserter

Copy machines

Job description

Job Title: Mailroom Associate

Reports To: The Mailroom Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview

The Mailroom Associate provides exceptional mail and shipping/receiving services, delivering operational functions in the following areas: processing of inbound/outbound mail, distributing/delivering mail, shipping and receiving products and supplies, scanning and processing mail, and supporting the onsite business service center in a timely manner.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service.

Duties and Responsibilities

• Provides 5-star customer service to all employees in all forms of communication.
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
• Sorts non-accountable mail and distributes mail/packages to company personnel.
• Scans mail to customers using a Kodak scanner.
• Sorts claims and manually folds and stuffs claim letters.
• Operates a folder inserter machine to fold and insert claim letters.
• Operates mail machines, including postage meters, photocopying machines, and mail folding and inserting equipment.
• Operates a Pitney Bowes postage meter to process outgoing mail.
• Maintains records of receipt, mailing dates, and other required information.
• Manages outgoing mail/package transactions.
• Performs duties associated with shipping and receiving of materials.
• Notifies employees upon receipt of inbound deliveries.
• Acts as point of contact for company personnel on mail/package inquiries.
• Submits work orders for certain requests.
• Services six copy rooms throughout the building by maintaining cleanliness and organization, stocking miscellaneous supplies, replenishing paper in copy machines, performing first-level troubleshooting, and picking up mail.
• Maintains the Business Service Center area in a neat and orderly fashion.
• Monitors levels of office supplies and replenishes and orders supplies accordingly.
• Provides support for special projects as requested by the customer.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Trains back-up and provides guidance on policies and procedures.
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to client.
• Provides reception or concierge (front of office) or hospitality (back of office) coverage as needed.
• Performs other duties and responsibilities as assigned.

Competencies

• Strong verbal and written communication skills.
• Excellent customer service skills.
• Ability to adapt to changing priorities and customer needs.
• PC skills and MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Ability to operate mailroom equipment, including postage meters, scanners, photocopiers, and folding/inserting machines.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses ability to work independently and is capable of completing projects.
• Ability to determine correct method and packing material as well as validate packing slips for accuracy of incoming and outgoing materials.
• Ability to perform basic, first-level troubleshooting of office and copy room equipment.

Qualifications and Education Requirements

• High School Diploma (or equivalent) required.
• 2+ years prior work experience preferred.
• Ability to work assigned work hours determined by manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for functions of position.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.
• Ability to adapt to changing work assignments and customer requests.
• Ability to work effectively in a customer-facing environment.

Physical Demands

• Approximately 50% of the time this position requires the below physical demands.
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to communicate and decern information effectively with onsite staff using vision, hearing, and oral/written comprehension.
• Ability to lift or move 40 lbs. or greater frequently.