Correspondence Coordinator

Trellis Insurance Solutions LLC • Charlotte, NC

1d • Onsite

About The Position

The Correspondence Coordinator is the entry-level partner in our two-person mailroom and the dual-control counterpart to the Senior Correspondence Coordinator. After the Senior scans inbound mail, you take custody of the physical originals — including premium checks — and own deposit preparation, secure storage, and all outbound mail. You will close the day with the Senior on a joint reconciliation that confirms every check is accounted for. This is a role of financial trust and a strong starting point for a career in annuity operations.

Requirements

• 1+ year in a financial services mailroom, bank operations, document processing, retail banking, or other regulated cash-handling environment
• Hands-on experience handling negotiable instruments under dual control or supervised cash-handling protocols (e.g., bank teller, vault attendant, deposit clerk, AP/AR processor)
• Familiarity with remote deposit capture (RDC) systems, or willingness to be trained within the first 30 days
• Comfort preparing outbound mail and coordinating with carriers (USPS, FedEx, UPS), with strong reconciliation and log-keeping habits
• High school diploma or GED, proficiency in Microsoft Office
• Ability to learn web-based platforms
• Must pass a background check including criminal and financial screening

Nice To Haves

• Prior experience in annuity, life insurance, or retirement plan operations
• Familiarity with Quadient mailing technology, postage meter systems, or comparable mail platforms
• Prior experience with bank deposit workflows, treasury operations, or AP/AR processing in a SOC 1-audited environment

Responsibilities

• Take custody of scanned originals from the Senior Correspondence Coordinator and store them in the dual-control bonded cabinet
• Maintain the Custody Chain Log — every transfer of negotiable instruments captured with timestamps, item counts, dollar totals, and dual signatures
• Prepare daily deposits: complete remote deposit capture (RDC) scanning, submit within same-day cutoff, and post the deposit confirmation back to the Trellis Admin System (TAS)
• Prepare and meter all Trellis outbound mail through the Quadient platform; coordinate carrier pickups (USPS, FedEx, UPS) and maintain manifest records for trackable shipments
• Process returned mail and escalate any discrepancies, custody breaks, or fraud signals to the Senior Correspondence Coordinator the same day they’re identified
• Run end-of-day reconciliation jointly with the Senior Correspondence Coordinator, secure all originals in the dual-key bonded cabinet, and complete required compliance training and audits

Benefits

• Fully employer-paid medical, dental, and vision coverage for the employee — the same coverage offered to full-time employees for part-time employees who work at least 30 hours per week, with no monthly premium deduction from your paycheck
• Predictable schedule — Monday through Friday, 10:00 AM – 4:00 PM EST, with two paid 15-minute breaks and a 30-minute paid lunch
• Discretionary spot bonuses awarded based on performance and contribution
• Discretionary paid time off — work with your manager to take the time you need
• Company-observed holidays

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED