Vice President, Digital Mailroom Automation & Data Capture

smartdata solutions; Eagan (MN); On-site; USD 150,000 - 230,000; Full time

Benefits offered by this job

Health insurance

401(k) with company match

Disability insurance (short/long term)

Flexible PTO

Job summary

Smart Data Solutions in Minnesota seeks a Vice President of Digital Mailroom Operations to lead the automation and modernization of inbound document processing. You will own the end-to-end operating model from intake to delivery, drive a multi-year automation roadmap, and manage offshore/nearshore vendor relationships.

The role emphasizes SLA adherence, executive reporting, and cross-functional partnerships with IT, Compliance, Finance, and HR to scale operations while reducing manual data entry.

Qualifications

• Bachelor's degree or equivalent in business, operations, engineering, information systems, or related field.
• 8+ years of progressive leadership in document processing, digital mailroom, data capture, or BPO operations.
• 3+ years managing offshore/nearshore vendor relationships in outsourced models.
• Proven automation implementations reducing manual data entry while maintaining quality.
• Experience leveraging AI-enabled tools to enhance efficiency and outcomes.
• Direct experience owning SLA-driven operations with 24-hour or similar turnaround.
• Experience managing vendor contracts, SLAs, capacity, quality audits, and governance.
• Strong analytical and financial skills with budgets and business cases.
• Change-management experience during automation transitions.
• Excellent written, verbal, and interpersonal communication with executives.

Responsibilities

• Own daily operations across physical mail receipt, scanning, ingestion, indexing, data extraction, QC, and distribution.
• Ensure adherence to SLAs, including the standard 24-hour turnaround.
• Establish formal SLA tracking, escalation paths, and root-cause analysis for misses.
• Develop capacity, staffing, workflow, and business-continuity plans for variability and growth.
• Build executive dashboards covering volume, turnaround, backlog, and cost metrics.
• Maintain secure, compliant operating environment for PHI/PII and confidential data.
• Partner with HR to recruit talent and build organizational capabilities.
• Lead vendor transitions and governance to ensure cost, quality, and resilience.

Skills

Leadership

Vendor management

Automation

AI-enabled tools

SLA optimization

Financial governance

Change management

Stakeholder communication

Education

Bachelor's degree in business/engineering/information systems

Job description

Smart Data Solutions in Minnesota seeks a Vice President of Digital Mailroom Operations to lead the automation and modernization of inbound document processing. You will own the end-to-end operating model from intake to delivery, drive a multi-year automation roadmap, and manage offshore/nearshore vendor relationships.

The role emphasizes SLA adherence, executive reporting, and cross-functional partnerships with IT, Compliance, Finance, and HR to scale operations while reducing manual data entry.