Mailroom Associate

spsnorthamerica; Normal (IL); On-site; USD 24,000 - 35,000; Full time

Benefits offered by this job

Career Growth

Learning & Development

Recognition Programs

Paid Time Off

Bonuses

Job summary

SPS North America in Illinois, United States, onsite is seeking a Mailroom Associate to manage mail, packages, and office services for the onsite business service center. You will handle tracking, distribution, and inventory while delivering excellent customer service.

Responsibilities include operating mailroom equipment, coordinating with carriers, and maintaining accurate records. This role supports workplace operations with mail distribution, shipping/receiving, and facilities help.

Qualifications

• Strong verbal and written communication skills.
• Excellent customer service skills.
• PC skills with MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Knowledge of receiving procedures.

Responsibilities

• Track, log, and maintain records of incoming and outgoing packages.
• Operate mailroom equipment (postage meters, scanners, copiers, printers).
• Coordinate with carriers and vendors regarding deliveries and shipments.
• Provide 5-star customer service to all employees.
• Receive goods and verify quantity and quality against supplier counts.
• Maintain accurate records of all received items and documentation for damaged/missing items.
• Input inbound mail into chain of custody software and distribute mail/packages.
• Maintain stock levels of office supplies and place orders as needed.
• Train back-up staff and guide on policies and procedures.

Job description

Mailroom Associate

Illinois, United States

Onsite

The Mailroom Associate provides exceptional mail and receiving services, ensuring timely processing, distribution, and delivery of inbound mail, packages, and supplies to support the onsite business service center. The mailroom Associate is responsible for managing the daily flow of incoming and outgoing mail, packages, and office services while ensuring accuracy, efficiency, and excellent customer service. This role supports overall workplace operations through mail distribution, shipping and receiving, inventory management, and facilities support.

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership.

What You'll Do:

• Track, log, and maintain records of incoming and outgoing packages.
• Operate mailroom equipment, including postage machines, scanners, copiers, and printers.
• Coordinate with carriers and vendors regarding deliveries, pickups, and shipment inquiries.
• Provides 5-star customer service to all employees (in all forms of communication).
• Receives goods and verifies the quality and count of all items unloaded; checks against suppliers' count and immediately reports discrepancies per company policy.
• Maintains accurate records of all received items.
• Completes documentation for damaged or missing items and reports issues to supervisor.
• Receives inbound mail/packages, sorts incoming mail, and inputs into chain of custody software.
• Operates mail machines including postage meters, photocopiers, and mail folding/inserting machines.
• Maintains records of receipt, mailing dates, and other required information.
• Notifies employees upon receipt of inbound deliveries and distributes mail/packages to personnel.
• Acts as point of contact for company personnel on mail/package inquiries.
• Submits work orders for certain requests.
• Monitors office supply levels and replenishes or orders as needed.
• Builds professional relationships with customers and other teams.
• Trains back-up staff and provides guidance on policies and procedures.
• Determines additional support needed when handling sensitive inquiries.
• Provides reception, concierge, or hospitality coverage as needed.

Competencies:

• Strong verbal and written communication skills.
• Excellent customer service skills.
• PC skills with MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Knowledge and understanding of receiving procedures and ability to comprehend instructions.
• Ability to work independently and complete projects.
• Attention to detail for validating packing slips and receiving documentation.

What We're Looking For:

• Preferably at least 1 year of shipping and receiving experience in a fast-paced environment.
• Can r eceive, sort, and distribute incoming mail, packages, and deliveries accurately and in a timely manner.
• Must be able to operate a forklift.
• Must be familiar with smartphone technology.
• Must be familiar with desktop computer technology.
• Must be comfortable with frequent face-to-face customer interactions.
• Must be comfortable standing and walking for the full shift.
• Must be able to lift and carry up to 100 pounds, with varying frequency.
• Must have legible handwriting.
• 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.

Preferred:

• Preferably with forklift certification.

Travel:

None/ N/A

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Compensation:

The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors.

Vacancy Status:

This posting is for an existing vacancy.

Pay Range

$21.50 - $21.50 USD

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and clien