Mail Services and Equipment Vendor Management

First National Bank•Omaha, NE

2d•Onsite

About The Position

This role will lead the day-to-day operations and strategic management of multiple third-party vendors providing mail services, courier operations, and equipment maintenance across FNBO's lockbox and mail processing operations. This includes coordinating USPS mail services for lockbox operations, managing express courier services (DHL, FedEx, UPS), overseeing mail courier services for USPS pickup operations, and managing equipment vendor relationships with OPEX for lockbox processing equipment maintenance and repairs. The position will manage vendor performance against service level agreements, oversee mail processing optimization and equipment uptime across all locations, and coordinate timely maintenance and repair services. The role will gather data and identify opportunities for process efficiencies, quality improvements, cost optimization, and enhanced customer service delivery while ensuring compliance with postal regulations and equipment manufacturer specifications.

Requirements

Bachelor's Degree or equivalent experience required
5+ years of experience in Banking Operations, with specific experience in mail processing, lockbox operations, or vendor management
Strong understanding of postal regulations, courier service requirements, and equipment maintenance protocols
Vendor management experience with demonstrated ability to manage multiple service providers across different service categories
Experience with mail processing operations, equipment maintenance scheduling, and service level management
Knowledge of lockbox processing operations, mail handling procedures, and regulatory compliance requirements
Candidates must possess unrestricted work authorization and not require future sponsorship.

Nice To Haves

Experience managing USPS relationships, express courier services, or equipment maintenance vendors
Knowledge of mail processing systems, lockbox equipment, and performance optimization tools
Consistent focus on operational excellence and challenging the status quo to improve efficiency
Proven experience in handling multiple priorities and achieving desired outcomes in time-sensitive processing environments
Excellent communication skills and ability to work efficiently with internal teams, vendors, and service partners
Experience with contract negotiation, vendor performance management, and cost optimization initiatives

Responsibilities

Vendor Management and Operations: Lead day-to-day operations with USPS, express couriers, mail pickup services, and equipment vendors across all lockbox and mail processing locations.
Manage vendor performance against established SLAs including mail delivery schedules, courier pickup/delivery times, equipment maintenance response times, and service quality standards
Coordinate USPS mail services for lockbox operations including route optimization, delivery scheduling, and postal regulation compliance
Oversee express courier services (DHL, FedEx, UPS) for time-sensitive lockbox and mail deliveries
Manage mail courier services for USPS pickup operations ensuring timely collection and processing
Coordinate OPEX equipment maintenance schedules, repair response times, and parts availability for lockbox processing equipment
Mail Processing and Equipment Optimization:
Manage mail processing optimization across all locations including coordinating mail volumes and delivery schedules
Oversee equipment maintenance scheduling and coordinate preventive maintenance programs with OPEX to maximize uptime
Create and maintain mail volume forecasting models based on seasonal trends, client requirements, and business growth projections
Establish emergency procedures and contingency plans for service disruptions and equipment failures
Monitor equipment performance metrics and coordinate timely repairs to minimize processing delays
Quality Assurance and Risk Management:
Lead the creation of automated quality assurance processes for mail handling, courier performance, and equipment reliability monitoring
Research and resolve mail processing issues, courier service problems, and equipment malfunctions with internal stakeholders and vendors
Implement controls to ensure accurate mail processing, proper documentation, and audit trail maintenance for all vendor services
Monitor and report on mail service incidents, courier delivery exceptions, equipment downtime, and operational disruptions
Ensure compliance with postal regulations, courier service requirements, and equipment safety protocols
Process Improvement and Cost Management:
Create increased efficiency in daily mail operations including vendor coordination, route optimization, and equipment utilization
Enhance forecasting processes including refining mail volume models, delivery optimization, and maintenance cost projections
Provide opportunities to reduce vendor costs through process improvements, route consolidation, or competitive sourcing initiatives
Analyze vendor pricing structures and negotiate favorable terms for mail services, courier operations, and equipment maintenance contracts
Coordinate equipment upgrade evaluations and vendor selection processes to improve processing capabilities
Strategic Planning and Business Support:
Support new client onboarding by providing expertise on mail processing requirements, courier service capabilities, and equipment capacity planning
Work cross-functionally with Lockbox Operations, Branch Operations, and IT teams to achieve desired service outcomes
Collaborate with Compliance and Audit teams to ensure vendor oversight meets regulatory requirements and postal regulations
Assist mail services with business continuity planning and disaster recovery procedures
Support capacity planning for peak processing periods and volume fluctuations
Technology and Systems Coordination:
Coordinate with IT and analyst teams on mail processing system integrations, equipment connectivity, vendor maintenance schedule and vendor data feeds
Support implementation of mail tracking tools, equipment monitoring systems, and vendor performance dashboards