VP, Digital Mailroom & Data Capture Automation

Smart Data Solutions; Eagan (MN); On-site; USD 180,000 - 280,000; Full time

Benefits offered by this job

Health insurance

401(k) with company match

Paid time off & holidays

Job summary

Smart Data Solutions is seeking a Vice President of Digital Mailroom Operations to lead automation, modernization, and day-to-day performance of inbound document and data capture. You will own the end-to-end operating model from intake to delivery, with a 24-hour SLA and multi-year automation roadmap.

You will manage offshore/nearshore vendor relationships, drive cost and performance governance, and collaborate with IT, engineering, and business units to scale solutions and ensure compliance.

Qualifications

• Bachelor's degree in business, operations, engineering, information systems, or related field.
• 8+ years of progressive leadership in document processing, digital mailroom, or BPO operations.
• 3+ years managing offshore/nearshore vendor relationships.
• Experience implementing automation reducing manual data entry or FTE hours while maintaining quality.
• Experience owning SLA-driven operations with 24-hour or tighter turnaround.
• Strong analytical and financial skills with ability to own metrics and budgets.

Responsibilities

• Own daily operations across physical mail receipt, scanning, ingestion, classification, data extraction, quality control, and distribution to downstream units.
• Ensure adherence to SLA, including 24-hour turnaround from receipt to processed output.
• Establish SLA tracking, escalation paths, and root-cause analysis for misses.
• Develop capacity, staffing, workflow, and business-continuity plans.
• Build and maintain executive dashboards on volume, turnaround, backlog, and costs.
• Maintain secure, compliant operating environment for PHI, PII, and confidential data.
• Partner with HR to develop workforce plans and talent development.

Skills

Leadership

Vendor management

Automation

SLA management

Budgeting

Analytics

Change management

Communication

Strategic planning

Cross-functional leadership

Education

Bachelor's degree

Master's degree

Tools

OCR systems

AI tools

Workflow automation platforms

Job description

Smart Data Solutions is seeking a Vice President of Digital Mailroom Operations to lead automation, modernization, and day-to-day performance of inbound document and data capture. You will own the end-to-end operating model from intake to delivery, with a 24-hour SLA and multi-year automation roadmap.

You will manage offshore/nearshore vendor relationships, drive cost and performance governance, and collaborate with IT, engineering, and business units to scale solutions and ensure compliance.