Mailroom Clerk

Tsebo Solutions Group; Johannesburg; On-site; ZAR 180,000 - 210,000; Full time

Job summary

Tsebo Solutions Group is seeking an organized Mailroom and Records Administrator in Johannesburg. You will handle mail distribution, assist with archiving, and support various administrative tasks across multiple business units.

The role requires 3–5 years in related roles, Grade 12, and a practical understanding of MS Office and health & safety practices. This is a full-time on-site position based in Gauteng.

Qualifications

• 3–5 years of relevant administration/mailroom/records management experience.
• Grade 12/Matric or equivalent.
• Administration Certificate is advantageous.

Responsibilities

• Handle incoming mail and packages; sort and distribute to recipients.
• Assist with archiving and records management; maintain archive records and registers.
• Capture and maintain data on systems and spreadsheets; respond to ad hoc admin requests.
• Monitor mailroom and archive supplies; order and track stock.
• Maintain cleanliness and order in mailroom/archive areas; ensure Health & Safety compliance.
• Deliver professional service to internal and external stakeholders; resolve routine queries.

Skills

Mail handling

Records management

Data capture

Stock control

Courier procedures

Mailroom equipment

MS Office

Health & Safety

Education

Grade 12 / Matric

Administration certificate

Tools

Postage meters

Mail sorting machines

Labeling equipment

Scanners

Job description

Duties & Responsibilities

Mailroom Operations

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients.
• Collect and dispatch outgoing mail and courier packages.
• Prepare outgoing mail for shipment and maintain dispatch records.
• Operate mailroom equipment including postage meters, scanners, mail sorting machines, and labelling equipment.
• Ensure timely and accurate delivery and collection services.

Archiving and Records Management

• Assist with all archiving processes, including document storage and archive box recalls.
• Maintain accurate records and documentation for onsite and offsite archives.
• Ensure archive registers, forms, and spreadsheets are updated and accurate.
• Log, inspect, seal, and track all outgoing archive boxes.
• Adhere to all archiving and records management protocols.

Administration Support

• Capture and maintain accurate records and data on relevant systems and spreadsheets.
• Provide documented information relating to archiving and mailroom processes.
• Respond to ad hoc administrative requests from business units.

Inventory and Supplies Management

• Monitor mailroom and archive supplies.
• Order supplies as required to ensure uninterrupted service.
• Track usage and maintain stock records.

Facilities and Housekeeping

• Maintain orderliness and cleanliness of mailroom and archive facilities.
• Conduct routine inspections of archive rooms and office areas.
• Support compliance with Health & Safety standards by reporting and addressing housekeeping concerns.
• Encourage employees and business units to maintain organized workspaces.

Customer Service

• Deliver professional service to internal and external stakeholders.
• Build positive working relationships with employees, tenants, customers, and service providers.
• Resolve routine mailroom and archiving queries efficiently.

Skills and Competencies

• Mail handling and distribution processes
• Records and archive management principles
• Data capturing and spreadsheet maintenance Inventory and stock control
• Knowledge of courier and shipping procedures
• Operation of mailroom equipment and office technology
• Basic Microsoft Office proficiency
• Knowledge of Health & Safety practices in the workplace

Qualifications

• Grade 12 / Matric
• Administration Certificate (advantageous)

Experience

• Minimum 3 to 5 years' relevant experience in administration, mailroom operations, records management, or a related support function.