Senior Mailroom Clerk

JLL; Whippany (NJ); On-site; USD 50,000 - 70,000; Full time

Job summary

JLL is seeking a Senior Mailroom Clerk to oversee mail and package operations across multiple facilities, including a Class A office building and a pharmaceutical R&D site. The role emphasizes high-level customer service, logistics coordination, and strict compliance with pharmaceutical SOPs.

The Senior Mailroom Clerk will manage mail processing, coordinate with multiple courier services, and ensure accurate records and secure handling of sensitive materials across locations.

Qualifications

• High school diploma or equivalent.
• 4+ years of experience in mailroom operations, corporate mail services, logistics, or customer service.
• Exposure to Class A office buildings, corporate HQ, or professional environments preferred.
• Experience with pharmaceutical, biotech, or regulated environments a plus.

Responsibilities

• Sort, process, and distribute incoming mail and packages across multiple buildings.
• Process outgoing mail, weigh, stamp, and prepare for courier pickup.
• Coordinate with courier services (FedEx, UPS, DHL, USPS) and pharma couriers.
• Operate forklifts and handle weight‑sensitive deliveries in pharma settings.
• Maintain delivery logs, tracking records, and chain of custody documentation.
• Provide professional customer service to tenants and staff.

Skills

Mailroom operations

Customer service

Logistics coordination

Forklift operation

Education

High school diploma

Tools

Microsoft Office

Mail tracking software

Warehouse management system

Job description

Senior Mailroom Clerk - JLL

What this job involves: We are seeking an experienced and highly reliable Senior Mailroom Clerk to oversee mail and package operations across multiple facilities, including a premier Class A office building and a pharmaceutical R&D facility. This senior-level position requires exceptional customer service, strong organizational skills, and the ability to manage complex logistics in both corporate office and controlled pharmaceutical environments. The role emphasizes professional service delivery to building tenants while maintaining compliance with specialized pharmaceutical requirements when needed.

What your day-to-day will look like:

Mail & Package Operations (Multi-Site)

• Sort, process, and distribute incoming mail and packages to tenants and staff throughout multiple buildings
• Process outgoing mail including weighing, stamping, and preparing packages for courier pickup
• Coordinate with multiple courier services (FedEx, UPS, DHL, USPS) and specialized pharmaceutical couriers
• Handle certified mail, registered mail, and signature-required deliveries across all locations
• Manage time-sensitive deliveries and special requests with professionalism and urgency
• Maintain accurate delivery logs, tracking records, and chain of custody documentation
• Process temperature-sensitive and specialized material deliveries when required at pharmaceutical facility

Administrative Excellence & Customer Service

• Update and maintain tenant contact databases and directory information across facilities
• Prepare daily delivery reports and maintain comprehensive filing systems
• Handle mail forwarding requests, address changes, and mail holds for tenants
• Process special requests and coordinate white-glove service for executive-level deliveries
• Provide exceptional, professional assistance to building tenants, visitors, and pharmaceutical staff
• Answer questions regarding mail services, building policies, and delivery procedures
• Communicate effectively with property management, tenant representatives, and facility leadership
• Assist with inventory management of mailing supplies and office materials
• Serve as primary point of contact for tenant mail-related inquiries and concerns

Warehouse & Material Handling

• Safely operate mail carts, hand trucks, and delivery equipment
• Load and unload delivery trucks and manage receiving area operations
• Coordinate storage of packages and materials in appropriate locations
• Operate forklifts and material handling equipment as needed in pharmaceutical warehouse (certification required)
• Manage inventory of incoming materials and conduct cycle counts as required
• Ensure organized and efficient mailroom and storage areas

Security & Compliance

• Follow building security protocols and access control procedures for all facilities
• Verify tenant and staff identity when required for package release
• Report any suspicious packages or security concerns to building management immediately
• Maintain confidentiality of tenant information and correspondence
• Follow pharmaceutical facility safety protocols including PPE requirements when working in controlled areas
• Handle specialized materials according to facility-specific standard operating procedures (SOPs)
• Maintain GMP documentation and compliance standards when supporting pharmaceutical operations
• Participate in facility audits and training programs as required

Leadership & Training (Senior Responsibilities)

• Train and mentor junior mailroom staff on customer service excellence and standard procedures
• Lead continuous improvement initiatives for mail operations efficiency and tenant satisfaction
• Coordinate mailroom coverage across multiple sites as needed
• Assist in developing and updating operational procedures and service standards
• Handle escalated tenant concerns and complex delivery situations

Required Qualifications

• High school diploma or equivalent required
• 4+ years of experience in mailroom operations, corporate mail services, logistics, or customer service
• Experience in Class A office building, corporate headquarters, or professional environment preferred
• Exposure to pharmaceutical, biotechnology, or regulated industry environment a plus
• Valid forklift operator certification (sit-down and stand-up) required or ability to obtain
• Proven track record of exceptional customer service and professional communication

Technical Skills

• Strong computer skills including Microsoft Office Suite (Outlook, Excel, Word)
• Experience with mail tracking software and courier service platforms
• Proficiency in warehouse management systems (WMS) or inventory tracking software preferred
• Ability to learn and use building management and tenant communication systems
• Basic knowledge of shipping regulations and postal services
• Familiarity with DOT shipping regulations and Safety Data Sheets (SDS) a plus

Physical Requirements

• Capability to stand and walk for extended periods throughout the workday
• Frequent lifting, carrying, and moving of packages and mail using appropriate equipment
• Ability to navigate multiple building floors via elevators and stairs
• Comfortable working in various environments including mailrooms, loading docks, and office spaces
• Ability to operate forklifts and material handling equipment safely when required

Professional Competencies

• Exceptional organizational and time management skills
• Outstanding customer service orientation and professional demeanor
• Strong attention to detail and accuracy in all tasks
• Excellent verbal and written communication skills
• Ability to work independently with minimal supervision and sound judgment
• Problem-solving skills and ability to handle complex logistics and competing priorities
• Professional appearance suitable for Class A office building environment
• Flexibility and adaptability across multiple work environments and tenant needs
• Discretion and trustworthiness when handling confidential materials

Compliance & Safety Requirements

• Must pass comprehensive background check and drug screening
• Willingness to complete facility-specific training including GMP procedures when supporting pharmaceutical operations
• Ability to maintain detailed documentation and follow standard operating procedures
• Understanding of confidentiality requirements for corporate and pharmaceutical environments
• Participation in ongoing safety and compliance training programs
• Pass facility-specific safety training and competency assessments

Work Environment

• Primary Location: Class A office building environment with professional setting
• Secondary Support: Pharmaceutical R&D facility requiring adherence to controlled environment protocols
• Climate-controlled office spaces with occasional work in loading dock and warehouse areas
• Professional interaction with building tenants, visitors, property management, and executive staff
• Collaborative team environment with focus on service excellence

Location: Onsite - Whippany, NJ

Work Shift: Monday to Friday - 7:30am to 4:00pm

At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees. We choose to take the more inspiring, innovative, and optimistic path on our journey toward success. What sets JLL apart is our culture of collaboration, locally and across the globe, which allows us to create transformative solutions for the real estate industry. We support each other's wellbeing and champion inclusivity and belonging across teams.

JLL is an Equal Opportunity Employer committed to diversity and inclusion.