Administrative Mailroom Coordinator

The Doctors Company; Napa (CA); On-site; USD 41,094 - 53,935; Full time

Benefits offered by this job

Health insurance

401(k) matching

Paid holidays

Vacation days

Volunteer time off

Job summary

The Doctors Company is seeking a Mailroom Coordinator to join our Napa, CA headquarters. The role supports our mailroom operations within the Administrative Services team, handling general mail, shipments, and imaging tasks with supervision.

The ideal candidate has a high school diploma, 3–5 years in mailroom and customer service, experience with document imaging, and the ability to lift up to 40 pounds. Join a company known for physician-owned expertise and competitive benefits.

Qualifications

• High school graduate or equivalent combination of education and experience required.
• Three (3) to five (5) years of experience with operating a mailroom.
• Three (3) to five (5) years of experience in a work environment providing customer service.
• Three (3) to five (5) years of experience working with document imaging.

Responsibilities

• Deliver general mail, shipments, and interoffice mail; follow mailroom guidelines and USPS regulations.
• Prepare outgoing mail and shipments by packaging, sorting, weighing, and stamping.
• Maintain records of postage due and chargebacks for mail and shipments.
• Operate and maintain mailroom equipment including postage meter and imaging equipment.
• Maintain PO permits, BRM accounts, and certified mail fees for all locations.
• Maintain professional relationships with employees and external customers.
• Evaluate potential suppliers and communicate with stakeholders to align expectations.
• Sort, prep, and scan paper documents; follow retention guidelines for destruction.

Skills

Mail operations

Customer service

Document imaging

Equipment operation

Education

High school diploma

Tools

Postage meter

Imaging equipment

Job description

The Doctors Company has an opportunity for a Mailroom Coordinator to join our team, located at our headquarters in Napa, CA.

Position Mission

As part of the Administrative Services team, the Mailroom Coordinator will support our mailroom operations. You will operate the Headquarters mailroom with immediate supervision and follow standard procedures to accomplish assigned tasks.

Qualifications

• High school graduate or equivalent combination of education and experience required.
• Three (3) to five (5) years of experience with operating a mailroom.
• Three (3) to five (5) years of experience in a work environment providing customer service.
• Three (3) to five (5) years of experience working with document imaging.
• Ability to safely lift, carry, and move packages and materials weighing up to 40 pounds.

Responsibilities

Mail Operations

• Responsible for delivery of general mail, shipments, and interoffice mail; Adhere to mailroom guidelines including US Postal rates and regulations
• Prepare outgoing mail and shipments by packaging, sorting, weighing, and stamping
• Assist in keeping records of postage due and chargebacks for mail and shipments
• Operate and maintain full range of mailroom equipment, including postage meter, scale, inserter, and imaging equipment
• Maintain PO permits, BRM accounts, postage accounts, and certified mail fees for all locations

Customer Service

• Maintain professional and effective working relationships with employees at all levels of the organization
• Maintain professional and effective relationships with vendors and external customers.
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement
• Maintain interaction between vendors and internal stakeholders to provide adequate communication

Document Scanning

• Sort, prep, and scan paper documents
• Follow retention guidelines for destruction of paper documents

Learning, Development & Compliance

• Maintain full compliance with all organizational policies, procedures, and established standards (e.g. accurately recording time worked, Submitting PTO, mandatory corporate training)
• Keep technical knowledge and skills current to effectively support department priorities.
• Complete all performance and development activities including the performance review process in a timely manner.
• Fulfill all required training and development obligations to maintain essential skills and credentials.
• Complete all mandatory compliance courses on time, meeting corporate training standards.
• Pursue additional learning opportunities that strengthen professional capabilities and contribute to team and organizational performance, with prior manager approval.

Other Duties as Assigned

Support enterprise and departmental objectives by taking on assigned projects and delegated tasks with accountability, attention to detail, and timely execution.

Identify and implement process improvements that enhance business efficiency and strengthen organizational effectiveness.

Proactively provide regular updates to leadership on project status, deliverables, and outcomes.

Maintain flexibility and agility to take on additional responsibilities as organizational needs evolve

Salary Range: $41,094 - 53,935

Compensation varies based on skills, knowledge, and education. We consider factors such as specialized skills, depth of knowledge in the field, and educational background to ensure fair and competitive pay.

We offer competitive compensation, incentive bonus plans, outstanding career opportunities, an exceptional work environment, and an impressive benefits package, which starts with medical, family and bereavement leave; same-sex domestic partner benefits; short- and long-term disability programs; and an employee assistance program. There's more:

• Health, dental, and vision insurance
• Health care tax-free spending accounts with a company match
• 401(k) and Roth IRA with company match, as well as catch-up plans for both
• Vacation days, sick days, and paid personal days each calendar year (with vacation increases based on length of service)
• Paid holidays each calendar year
• Life and travel insurance
• Tax-free commuter benefits
• In-person and online learning opportunities
• Cross-function career opportunities
• Business casual work environment
• Time off to volunteer
• Matching donations to qualifying nonprofit organizations
• Company-sponsored participation at non-profit events

About The Doctors Company

The Doctors Company is the nation’s largest physician‑owned medical malpractice insurer. Founded and led by physicians, we are committed to advancing, protecting, and rewarding the practice of good medicine.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.