Mail Coordinator

Cushman & Wakefield•San Diego, CA

1d•Onsite

About The Position

The Mail Coordinator is responsible for managing the mailroom operations, ensuring efficient and accurate handling of all incoming and outgoing mail and packages. This role involves maintaining supplies, coordinating with various teams, operating mailroom equipment, and providing general courier services. The position requires attention to detail, strong organizational skills, and the ability to handle physical demands, including lifting up to 50 lbs. The Mail Coordinator will also ensure compliance with all company policies and safety regulations.

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.
Follow all safety rules, procedure manuals, etc.

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, working to get 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.
Ensure the mailroom is secure at all times.
Sort and distribute incoming and outgoing mail and packages.
Maintain employee rosters and locations lists.
Weigh and calculate postage for outgoing mail/packages for common carriers (e.g. US Postal Service and FedEx).
Complete required mail / package forms (registered mail, international documentation, etc.).
Arrange for pickup of outgoing US mail/packages (non-product related).
Operate mail, copying, and scanning devices.
Maintain postage equipment and renew necessary supplies.
Ensure express packages and packages requiring special handling (cold, frozen, etc) are processed correctly.
Investigate un-addressed packages.
Provide general courier services to the site.
Serve as liaison for tracking of non-product related packages.
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).
Assist other employees by performing duties such as errands, deliveries, day porter assistance, setup of large meeting/events, and light administrative duties.
Ensure all policies, procedures, codes, guidelines, regulations, etc., are followed and enforced including safety systems and standards.