Mail Services Associate

ICF•Reston, VA

23h•Onsite

About The Position

For more than 50 years, ICF has partnered with organizations across the globe on complex, high-impact projects-growing and evolving along the way. We are seeking a Mail Services Specialist to join our Global Real Estate & Facilities team and support mail operations across more than 50 ICF locations. This position plays a critical role in efficiency and accuracy of shipping, receiving and mail distribution services at our Reston, VA headquarters. This role is an on-site position reporting to the Manager of HQ Mail Services & Facilities.

Requirements

High School diploma or equivalent (preferred).
Minimum 5+ years of experience corporate mail services, including hands-on work with mail handling, shipping logistics, vendor coordination, and internal customer experience.
Ability to stand, bend, lift, and move packages weighing up to 50lbs on a regular basis.
Demonstrated hands on knowledge of shipping processes, mailroom operations and domestic and international packages handling.
Proven ability to manage multiple tasks, prioritize requests, and maintain accuracy in all mail and shipping activities.
Strong written and verbal communication across all levels to support professional interactions with employees, vendors, and partners.
Ability to work effectively with cross-functional teams, specifically Facilities, Reprographics and Corporate Business Services.
Strong working knowledge of Microsoft Office; including but not limited to, Word, Outlook, Excel, PowerPoint, and SharePoint.
Ability to create, track, and update documentation and communications.

Responsibilities

Receive, sort, and distribute all incoming USPS, overnight courier, and parcels on the same business day of receipt.
Identify and resolve issues related to misaddressed, returned, or undeliverable mail.
Collect outgoing mail from designated mail stops and ensure correct postage is applied prior to dispatch.
Process shipping requests, prepare outgoing domestic and international mail/packages.
Coordinate with customs and shipping vendors to clear international shipments as required.
Maintain strong working relationships with shipping partners, including FedEx, USPS, and DHL.
Provide clear and timely communication with employees at all levels, including on-site, hybrid, and remote staff.
Respond promptly and professionally to urgent or time-sensitive mail/shipping requests.
Ensure both the mailroom and floor copy/printer stations are adequately stocked with necessary supplies.
Collaborate closely with the Facilities team to support day-to-day operations.
Process invoices and purchase order receipts accurately and in accordance with company policies and procedures.
Organize, maintain, and retrieve files to ensure accurate and up‑to‑date departmental records.
Perform data entry and prepare basic reports and spreadsheets to support operational and financial tracking.