Mailroom Associate

SPS; Schaumburg (IL); On-site; USD 26,000 - 29,000; Full time

Benefits offered by this job

Career growth

Learning & Development

Paid Time Off

Bonuses

Benefits package

Job summary

SPS in Schaumburg, IL is hiring a Mailroom Associate to manage daily mail, shipping, and receiving services for the client and internal teams. You will operate mailroom equipment, process inbound/outbound mail, scan, sort, and deliver items, and support the on-site business service center with a high level of service.

The role requires strong organizational skills, attention to detail, and the ability to adapt to changing priorities.

Qualifications

• High School Diploma is required.
• 2+ years prior work experience preferred.
• Excellent organizational and time management skills.
• Analytical abilities and problem-solving aptitude.
• Strong written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems.
• Maintain professional appearance and attitude.
• Adapt to changing work assignments and customer requests.
• Ability to work effectively in a customer-facing environment.

Responsibilities

• Provide 5-star customer service to all employees.
• Receive inbound mail/packages and sort; input into chain of custody software.
• Sort and distribute mail/packages to personnel.
• Scan mail to customers using a Kodak scanner.
• Operate a folder inserter to fold and insert letters.
• Handle mailroom equipment including postage meters and copiers.
• Maintain records of receipt, mailing dates, and other information.
• Process outgoing mail and shipments.
• Support six copy rooms with cleanliness and supplies.

Skills

Verbal and written communication

Customer service

Adaptability

PC skills & MS Office

Multitasking

Organization

Mailroom equipment operation

Machinery troubleshooting

Shipping/receiving knowledge

Education

High School Diploma

Tools

Kodak scanner

Folder inserter

Postage meters

Copy machines

Chain of custody software

Job description

Mailroom Associate

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.

Travel: None or Negligible

None or negligible

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

$19 - $21 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 client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts.
  • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings. Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies. At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law. Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool. To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process. SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time. Data Privacy Statement