Mailroom Operations Coordinator

Insight Global; Nashville (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Insight Global is seeking a detail-focused Mailroom Associate to manage daily mail operations across multiple service centers in Nashville. You will handle inbound/outbound mail, packing, labeling, and coordination with shipping services, while maintaining stock and documentation.

The role requires strong communication, reliable availability for a 40-hour week, and familiarity with Microsoft Office tools. Prior mailroom or postal work is preferred, with a focus on accuracy and confidentiality.

Qualifications

• Minimum 4-5+ years in a working environment.
• High school diploma or GED required; degree preferred.
• Mailroom or postal service experience preferred.
• Strong communication, organization and attention to detail.

Responsibilities

• Check Building Mail Room twice daily and run mail across six service centers at set times.
• Receive, sort, process mail and prepare outbound packages with postage systems.
• Maintain stocked shipping materials and order branded stationery on request.
• Know postage rates and regulatory requirements for shipping.
• Handle lockbox/mail scanning for accounting and risk management needs.
• Ensure security and confidentiality of client materials and clean/organized facilities.

Skills

Mailroom ops

Shipping

Docs handling

Customer service

MS Office

Communication

Education

High school diploma or GED

Bachelor/ Associate in Business Admin

Job description

Job Description

Day to Day:

• Check Building Mail Room twice a day; Conduct mail runs throughout six service centers, routing documents and packages to the correct department or person at these times: 8:30a; 12:00p; 2:00p; 4:00p; Receive, sort and process mail, packages and supplies efficiently and promptly
• Receive packages from shipping firms throughout day and process/prepare outbound mail using Postage Metering System and outbound packages using shipping program. This could include packaging, sealing, and printing labels.
• Keep shipping materials and branded stationery stocked in mail room and all service centers. Process requests for supplies received via email from firmwide locations for branded stationery, etc.
• Possess a working knowledge of, and remain current on, all postage and shipping rates and processing regulations and requirements
• Manage Lockbox mailing for Accounting, including scanning checks to appropriate personnel
• Scan mail for various departments and email per protocols including 1099s for year-end Accounting process and Certificates of Insurance for Risk Management
• Knowledge of certified mail protocols; May assist with certified mail
• Visually inspect all outbound mail to ensure proper postage and envelope/package sealing is in place
• Follow mailroom security procedures and all company procedures; Maintain all records and compliance on security and confidentiality of client materials
• Maintains a facility that is very clean and organized and meets tour quality standards at all times
• Work with Lellyett & Rogers for courier needs for supplies, deliveries, work orders, etc. in a timely manner
• Assist Purchasing with orders and tracking of deliveries
• Troubleshoot package tracking and shipping issues for internal clients.

We are a company committed to creating inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity employer that believes everyone matters. Qualified candidates will receive consideration for employment opportunities without regard to race, religion, sex, age, marital status, national origin, sexual orientation, citizenship status, disability, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to Human Resources Request Form (https://airtable.com/app21VjYyxLDIX0ez/shrOg4IQS1J6dRiMo) . The EEOC "Know Your Rights" Poster is available here (https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf) .

To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/ .

Skills and Requirements

Must Haves:

• 4-5+ years in a working environment
• High school diploma (or GED) is required; prefer Bachelor's degree / Associate's degree in Business Administration or equivalent field.
• Prefer someone that has mailroom or mail experience (someone that previous worked in the postal service)
• Good communication skills, great customer service and excellent organization skills
• Strong attention to detail, ability to work independently with minimal direct supervision, and a quick learner
• Reliable and dependable for 40 work hours per week
• Computer Skills: Introductory to Intermediate knowledge of Microsoft products (i.e. Word, Outlook, Excel)
• Preferred working knowledge of Domestic and International shipping of Dangerous & Non-Dangerous Goods including country specific guidelines and Customs paperwork.
• Flexibility in dealing with simultaneous projects; demonstrated ability to multi-task a must