Monitor pending inventory and implement strategies to reduce cycle times. Ensure contingency plans are established to handle significant volume influxes.
Develop and maintain standard operating procedures (SOPs) for all mailroom functions
Coordinate with postal services, courier companies, and shipping vendors to ensure timely deliveries
Manage postage accounts, metering systems, and shipping supplies
Establish and maintain efficient mail routing schedules and delivery routes
Process certified mail, registered mail, and packages requiring signatures or special handling
Ensure sensitive documents are routed to appropriate personnel with proper chain of custody
Documentation Routing & Workflow
Oversee document routing procedures and workflows
Refine and revise procedures and workflows, leveraging automation to develop efficiencies where possible
Manage daily workflow allocation and prioritization to meet service level agreements (SLAs)
Monitor pending inventory and implement strategies to reduce cycle times. Ensure contingency plans are established to handle significant volume influxes.
Develop and maintain standard operating procedures (SOPs) for all indexing functions
Develop and enforce document classification and prioritization protocols
Manage digital and physical document tracking systems
Records Management & Compliance
Maintain accurate logs and records of all mail and document transactions
Ensure compliance with regulatory requirements for document handling and retention
Implement chain-of-custody procedures for legal, financial, and confidential documents
Technology & Process Improvement
Manage mailroom equipment including postage meters, scanners, and tracking software
Identify opportunities for automation and process improvement
Implement and maintain electronic document management systems
Generate reports on mailroom metrics, costs, and efficiency
Budget & Vendor Management
Aid in management of the mailroom and indexing operating budget
Monitor and control postage and shipping costs
Negotiate contracts with postal and courier service providers, in conjunction with internal service partners
Procure and maintain mailroom supplies and equipment
Team Leadership
Lead, coach, and develop Operations Supervisors (functional people managers) and Team Leads
Establish and monitor team and individual performance metrics and conduct regular performance reviews
Identify training needs and implement development programs, as needed
Foster a culture of accuracy, efficiency, and exceptional service
What We're Looking For
High school diploma or GED required; Associate’s or Bachelor’s degree preferred
3-5 years of mailroom or document management experience
At least 2 years of supervisory or team leadership experience
Experience with document management systems and mailroom technology
Excellent communication skills both verbal and written
Strong team leader and results oriented to establish a positive and effective working environment
Proficiency with policy administration systems and Microsoft Office Suite
Adaptability to an ever changing and growing organization
Ability to stand, walk, lift, and operate mailroom equipment for extended periods of time
Preferred
Certification in Records Management or related field
Experience with enterprise document management systems, workflow management, and/or imaging systems
Knowledge of compliance requirements (HIPAA, SOX, etc.) as applicable to industry
Lean Six Sigma or process improvement certification
This position requires full-time, in-office, five days per week, Monday through Friday 8:00 am to 5:00 pm.
Benefits Highlights
Employees who meet benefit eligibility guidelines and work 30 hours or more weekly, have the ability to enroll in Group 1001’s benefits package. Employees (and their families) are eligible to participate in the Company’s comprehensive health, dental, and vision insurance plan options. Employees are also eligible for Basic and Supplemental Life Insurance, Short and Long-Term Disability. All employees (regardless of hours worked) have immediate access to the Company’s Employee Assistance Program and wellness programs—no enrollment is required. Employees may also participate in the Company’s 401K plan, with matching contributions by the Company.
Group 1001, and its affiliated companies, is strongly committed to providing a supportive work environment where employee differences are valued. Diversity is an essential ingredient in making Group 1001 a welcoming place to work and is fundamental in building a high-performance team. Diversity embodies all the differences that make us unique individuals. All employees share the responsibility for maintaining a workplace culture of dignity, respect, understanding and appreciation of individual and group differences.
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