Asst. Site Manager - High Volume Mail/Scanning

IST Management Services•Columbus, OH

1d•$23 - $24

About The Position

IST Management Services is the fastest-growing national facilities management company, specializing in Business Process Outsourcing (BPO) solutions. We provide cutting-edge support in physical and digital information management, including Facilities Management, eDiscovery, and Electronic Document Services Position Summary: The Assistant Manager will support the Site Manager in overseeing daily operations of a high-volume Scanning, Copy, and Mail Services team. This role requires hands-on leadership, attention to detail, and the ability to ensure a high standard of client satisfaction and employee performance. The ideal candidate will demonstrate excellent communication, problem-solving, and organizational skills, as well as a strong commitment to operational excellence.

Requirements

Prior experience in a mailroom, scanning, copy center, or facilities services environment required
Excellent organizational and multitasking skills
Proficiency with scanning and imaging systems and standard office equipment
Strong customer service and communication skills
Ability to work Monday–Friday within a shift range of 6:00 AM – 7:00 PM
High school diploma or equivalent required
Must have access to reliable transportation
Professional appearance and demeanor
Lifting up to 55 pounds
Must be able to pass a drug screening and background checks

Nice To Haves

additional education or certifications a plus

Responsibilities

Supervise and coordinate day-to-day operations of scanning, copying, and mail functions
Provide leadership and direction to team members, including scheduling, task delegation, and performance oversight
Ensure production quality standards, turnaround times, and client SLAs are consistently met
Train, coach, and mentor team members to enhance skill development and service quality
Support and step in for the Site Manager as needed, including attending client meetings and reporting
Maintain accurate documentation, including job logs, time records, and productivity reports
Troubleshoot issues with equipment, workflow, and client needs to maintain smooth operations
Monitor inventory of supplies and coordinate with vendors or management for replenishment
Foster a professional, service-oriented environment that aligns with IST’s values and client expectations
Oversee the execution of high-volume mail scanning and document production tasks, ensuring accuracy, efficiency, and compliance with service level agreements
Manage daily workflow and task assignments for the scanning, copying, and mail team to meet client deadlines and quality expectations
Monitor staff performance and provide on-the-job training, coaching, and support to maintain high service standards
Serve as the primary point of contact for escalated client requests or operational issues, ensuring prompt and professional resolution
Ensure team adherence to established procedures and protocols for handling confidential and time-sensitive materials
Coordinate maintenance and troubleshooting of scanning, imaging, and mailing equipment to minimize downtime and disruptions
Assist the Site Manager with reporting, staffing, and continuous process improvement initiatives to drive productivity and client satisfaction