UBW Bill Pay Lead Mail Room Coordinator

Apartment Management Consultants; Salt Lake City (UT); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Vacation & Sick Time

Health benefits

401K with employer match

9 paid holidays per year

Employee referral incentives

Professional development training

Rent discount program

Job summary

Utility Billing West is hiring a Lead Mail Room Coordinator to streamline the mail and invoice workflow. The role opens mail, scans invoices, and organizes files to support timely processing by the Bill Pay team.

You will coordinate with three managers, manage daily tasks, and ensure the 24-hour processing requirement is met while maintaining accurate filing systems and records.

Qualifications

• Attention to detail and accuracy in sorting and scanning documents.
• Ability to meet strict deadlines (24-hour processing requirement).
• Organizational and filing skills.
• Proficiency with scanning equipment and basic computer systems.
• Ability to operate Opex machine (training provided).
• Strong communication skills to coordinate with multiple managers.

Responsibilities

• Mail Processing Support: Sort and open incoming mail daily; maintain organized mail workflow; ensure mail is processed and ready for scanning within 24 hours.
• Invoice Scanning & Organization: Operate the Opex machine to open and scan invoices; upload scanned invoices; rename and organize invoices; monitor machine performance and call for maintenance as needed.
• File Management: File invoice payables daily; purge and organize files monthly; maintain organized filing systems for retrieval and compliance.
• Coordination & Support: Provide regular status updates to all Bill Pay managers; report on daily mail volume and issues; alert managers to delays.

Skills

Attention to detail

Time management

Communication

Organizational skills

Proficiency with scanning equipment

Education

High school diploma or equivalent

Tools

Opex scanner

Job description

Utility Billing West's passion for helping people, creating authentic relationships, and common values has established a working environment that undeniably stands out. Every day our associates have the opportunity to collaborate together in a thriving culture with a determined attitude that inspires and rewards original ideas. Utility Billing West provides significant career advancement opportunities, competitive compensation, benefits, and incentive programs.

We are currently seeking a Bill Pay Lead Mail Room Coordinator!

The Lead Mail Room Coordinator is responsible for receiving, processing, and organizing incoming mail and invoice documentation. This is a lead position serving as the critical first step in the bill pay workflow, ensuring all mail is opened, scanned, and organized for timely processing by the Bill Pay department. The successful candidate will maintain daily operations and communicate consistently with all three Bill Pay managers to ensure smooth workflow and meet all processing deadlines.

This position operates in a fast-paced office environment with multiple daily priorities. The role requires flexibility in communication with three managers and the ability to handle shifting workloads. The mail room may involve exposure to various types of office mail and the Opex machine during normal business operations.

Responsibilities Include

Mail Processing Support

• Sort and open incoming mail daily
• Maintain organized mail workflow throughout the day
• Ensure all mail is processed and ready for scanning within a 24-hour deadline

Invoice Scanning & Organization

• Operate the Opex machine to open and scan utility invoices
• Upload scanned invoices to the system
• Rename and organize invoices according to established protocols
• Monitor Opex machine performance and put in service calls when maintenance or repairs are needed

File Management

• File invoice payables daily as they are processed
• Purge and organize files at the end of each month
• Maintain organized filing systems for easy retrieval and compliance

Coordination & Support

• Provide regular status updates to all Bill Pay managers throughout the day
• Report on daily mail volume, processing status, and any issues
• Alert managers immediately to any delays or obstacles

Requirements

• Attention to detail and accuracy in sorting and scanning documents
• Ability to meet strict deadlines (24-hour processing requirement)
• Organizational and filing skills
• Proficiency with scanning equipment and basic computer systems
• Ability to operate Opex machine (training provided)
• Strong communication skills to coordinate with multiple managers
• Time management and ability to prioritize tasks
• Reliable attendance and punctuality
• High school diploma or equivalent preferred

Additional Information

Utility Billing West's passion for helping people, creating authentic relationships, and common values has established a working environment that undeniably stands out. Every day our associates have the opportunity to collaborate together in a thriving culture with a determined attitude that inspires and rewards original ideas. Utility Billing West provides significant career advancement opportunities, competitive compensation, benefits, and incentive programs.

Compensation: Full-Time $18.00 to $20.00 per hour

• Vacation & Sick Time for Full & Part-Time Employees
• Health and Wellness Programs
• Empower 401K and Roth IRA- Including Free Financial Advisors and Employer Match
• 9 Paid Holidays per year
• Employee Referral Incentives
• Bonus and Commission Opportunities
• Employee Rent Discount Program
• Professional Development Training
• Medical, Dental, Vision, Life, Accident, Critical Illness, Hospital Indemnity, and Short-Term Disability coverage is available

*Outlined benefits are subject to change and may vary based on location or employee status*

If you are looking for an exciting employment opportunity, Utility Billing West is the employer for you!

Utility Billing West, LLC is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, national origin, sex (including pregnancy, sexual orientation and gender identity), age, disability or genetic information.

Candidates will be required to pass a background and drug screening. A conviction will not necessarily disqualify a candidate from employment. Qualified Applicants with arrest or conviction records will be considered for employment.

Only qualified candidates will be contacted.

https://www.liveamc.com/CAwageinfo