Mailroom Coordinator

Thomas and Company • Nashville, TN

5d

About The Position

The Mailroom Coordinator supports accurate and timely inbound and outbound mail operations across the organization. The role handles document processing, distribution, and tracking while maintaining quality standards and supporting cross-functional workflows in a high-volume environment. Responsibilities include processing mail and shipments, scanning and indexing documents, preparing correspondence and hearing materials, operating mailroom equipment, tracking productivity, and assisting with operational projects. The position requires attention to detail, confidentiality, adaptability, and the ability to work independently with minimal supervision in an office environment.

Requirements

• High school diploma or equivalent.
• 1–3 years of administrative, mailroom, or data entry experience; an equivalent combination of education and experience will be considered.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Strong attention to detail and organizational skills.
• Ability to compute postage, shipping rates, and related costs.
• Ability to sit or stand for extended periods while processing mail.
• Ability to adapt to changing priorities and workload demands in a high-volume environment.
• Ability to work independently and manage workload effectively with minimal supervision.
• Strong communication and interpersonal skills.
• Ability to maintain strict confidentiality when handling sensitive employee and client information.
• Regular and reliable attendance.
• Ability to interact professionally with employees at all levels of the organization.
• Ability to perform repetitive document handling and data entry tasks.
• Ability to perform light physical activities related to mail handling in an office environment.
• Ability to lift and move items up to 20 lbs.

Responsibilities

• Receive, open, sort, and distribute inbound mail and packages.
• Prepare, process, and distribute outbound mail, including USPS and FedEx shipments.
• Determine appropriate shipping methods and calculate postage as needed.
• Sort, barcode, batch, scan, and index documents into designated systems.
• Redact documents and perform quality checks before processing.
• Monitor shared email inboxes and process document requests for mailing or shipment.
• Prepare hearing exhibits, appeal documentation, and client correspondence for distribution.
• Research and verify mailing addresses and ensure outgoing materials are accurate.
• Process undeliverable mail and determine timely next steps.
• Operate and maintain postage meters, scanners, inserters, and other mailroom equipment.
• Ensure outbound mail is processed daily according to established deadlines.
• Track and maintain productivity metrics, including inbound and outbound mail volumes.
• Support document retrieval and processing from external systems, including state websites.
• Assist with document digitization and process improvement initiatives.
• Communicate with internal teams, including remote employees, about mail handling and status updates.
• Perform data entry and document indexing as needed.
• Support special projects, including unemployment claim processing, charge protest assistance, tax rate notice support, and other operational and client-related initiatives.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED