Mail Coordinator

Cushman & Wakefield•Santa Clara, CA

16h•$25 - $29•Onsite

About The Position

The Mail Coordinator is responsible for managing the flow of mail and packages within the organization. This role involves receiving, sorting, distributing, and preparing mail and packages for outgoing shipment. The Mail Coordinator also manages office supplies for the mailroom, coordinates with teams for large mailings, and ensures the security and organization of the mailroom. Additionally, this position may involve operating mailroom equipment, providing courier services, and assisting with light administrative duties. The company emphasizes adherence to all policies, procedures, and safety guidelines.

Requirements

Minimum of 5 years experience
Must understand HAZCOM and Hazard material handling
Excellent communication skills
Excellent organization skills
Ability to prioritize based on safety, criticality, and client schedules
Ability to improve efficiency in existing processes
Ability to expand and grow with a fast moving client and teams.
Ability to lift 50 lbs.
Ability to lift 50 lbs and climb ladders
Note: May lift heavy boxes (example: case of paper approximately 55 lbs). Maneuvering of tables can be cumbersome. Safe lifting if required.

Nice To Haves

Knowledge of maintenance tools, materials, and required equipment to perform his/her job functions

Responsibilities

Receive and log all packages.
Distribute and/or email all recipients of packages.
Sort all mail received.
Place all orders for FedEx supplies and keep all areas stocked.
Coordinate with all teams for large mailings.
Train all colleagues how to use the postage machine for regular postage and certified mail.
Take inventory of all mail room office supply stock and keep a par level of letterhead, paper, laminating paper, legal pads, pens, etc.
Handle unclaimed checks and work on getting them to the correct contact immediately.
Keep all accounts in all areas up to date - add and delete accounts as needed.
Review reports weekly to pull individual mail slots for joiners/leavers and add slots as needed.
Bind all presentations and keep stock at par level.
Send daily commission checks and any other mail by courier daily.
Make sure the mailroom is secure at all times.
Receives, sorts and distributes incoming and outgoing mail and packages.
Maintains employee rosters and locations lists.
Weighs and calculates postage for outgoing mail/packages for common carriers (e.g. US Postal Service and FedEx).
Completes required mail / package forms (registered mail, international documentation, etc.).
Arranges for pickup of outgoing US mail/packages (non- product related).
Operates mail, copying, and scanning devices.
Maintains postage equipment and renews necessary supplies.
Ensures express packages and packages requiring special handling (cold, frozen, etc) are processed correctly.
Investigates un-addressed packages.
Provides general courier services to the site.
Serves as liaison for tracking of non-product related packages.
May operate light vehicles for mail delivery and errands.
Maintain documents, logs and/or prepare special reports services provided (e.g. mail/package volume and cost).
Assists other employees by performing duties such as errands, deliveries, day porter assistance, setup of large meeting/events, and light administrative duties.
Ensures all policies, procedures, codes, guidelines, regulations, etc., are followed and enforced including safety systems and standards.