Mail Coordinator

Cushman & Wakefield•San Diego, CA

1d•Onsite

About The Position

The Mail Coordinator is responsible for managing all aspects of the mailroom, including receiving, sorting, distributing, and sending mail and packages. This role involves maintaining inventory, ordering supplies, coordinating with teams for large mailings, and ensuring the security of the mailroom. The Mail Coordinator also handles special tasks such as processing unclaimed checks, managing accounts, and preparing presentations. Additionally, the role may involve providing courier services and assisting other employees with various duties.

Requirements

Minimum of 5 years experience
Must understand HAZCOM and Hazard material handling
Ability to lift 50 lbs
Ability to lift 50 lbs and climb ladders
Knowledge of maintenance tools, materials, and required equipment to perform his/her job functions
Follow all safety rules, procedure manuals, etc.
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.

Nice To Haves

May lift heavy boxes (example: case of paper approximately 55 lbs).
Maneuvering of tables can be cumbersome.
Safe lifting if required.

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.
Work on getting unclaimed checks to the correct contact immediately using all resources and contacts.
Keep all accounts in all areas up to date - add and delete accounts as needed.
Review reports weekly to pull individual mail slots and add slots as needed and determined by management.
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.