Mailroom Logistics Associate

The Millennium Group•San Jose, CA

About The Position

Now is a great time to join our growing company! The Millennium Group (TMG) is an award winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry. Essential Job Responsibilities: The Mailroom Logistics Associate is responsible for the daily accuracy and audit of the clients global incoming mail process in the internal Document Management System and the Global International Shipment processes. Mail Management: Responsible for the Workflow of all mail documents scanned by the global mailrooms into the internal DMS. (document management system). There are approximately 20 Global mailrooms and 70 mail queues Manage the Super Admin Mail queue while auditing and routing all mail that is returned as mis-sorted or mis-delivered to the incorrect department queue. Update the global mail matrix with changes to ensure all mailrooms have the proper document delivery type with the proper department. Provide quality control of scanned mail while resolving problems with documents such as missing page numbers and illegible pages. Ensure data records remain accurate for more than 30 mailroom locations and 300 department queues. International Shipment Management: Manage international shipments, dealing with both internal Departments (Production, Service, Sales, etc.) and external vendors (Carriers, Freight Forwarders, Brokers, Consignees, etc.), while also fulfilling U.S. Foreign Trade Regulations (FTR) requirements. Act as consultant to company partners in all client locations including other global regions and serve as internal resource for logistics questions, scheduling, and primary contact for problem solving for shipping related issues. Assist with documentation review for international shipments (commercial invoices, packing lists, Incoterms alignment). Coordinate with the cross-functional business groups to process international shipments per the Global Trade Compliance (GTC) international shipping process, including ensure proper use and administration of ITAR/EAR authorizations and exemptions. Work with internal client partners to prepare all required export documentation to ensure compliance with applicable regulations. Work with freight forwarders to facilitate export procedures and resolve any problems that may arise. Maintain weekly status report to manage export holds and shipment status as needed and support coordination with freight forwarders, customs brokers, and internal partners to resolve delays or discrepancies. Other duties: Provide customer service in a remote mailroom on campus. This may include assisting with incoming and outgoing shipments and answering questions regarding mail and shipment delivery. Provide support for special projects, as needed.

Requirements

Must have a HS diploma
1-2 years prior Mail Services experience in an office environment
Proficiency with Microsoft office applications and good communication skills
General knowledge of international shipping including custom paperwork
Strong work ethic; diplomatic; team and service oriented; builds strong working relationships.
Exhibits exceptional customer service skills.
Consistently demonstrates professional demeanor, appearance and attitude.
Proven ability to remain calm under pressure; resilient.
Sound judgment and problem-solving ability.
Demonstrated ability to be flexible and adapt to an ever-changing work environment.
Assertive and resourceful; motivated; willing to ask questions and take initiative without direction.
Must work well under pressure with minimal supervision.
Must be customer focused and display a professional demeanor.

Responsibilities

Responsible for the Workflow of all mail documents scanned by the global mailrooms into the internal DMS. (document management system).
Manage the Super Admin Mail queue while auditing and routing all mail that is returned as mis-sorted or mis-delivered to the incorrect department queue.
Update the global mail matrix with changes to ensure all mailrooms have the proper document delivery type with the proper department.
Provide quality control of scanned mail while resolving problems with documents such as missing page numbers and illegible pages.
Ensure data records remain accurate for more than 30 mailroom locations and 300 department queues.
Manage international shipments, dealing with both internal Departments (Production, Service, Sales, etc.) and external vendors (Carriers, Freight Forwarders, Brokers, Consignees, etc.), while also fulfilling U.S. Foreign Trade Regulations (FTR) requirements.
Act as consultant to company partners in all client locations including other global regions and serve as internal resource for logistics questions, scheduling, and primary contact for problem solving for shipping related issues.
Assist with documentation review for international shipments (commercial invoices, packing lists, Incoterms alignment).
Coordinate with the cross-functional business groups to process international shipments per the Global Trade Compliance (GTC) international shipping process, including ensure proper use and administration of ITAR/EAR authorizations and exemptions.
Work with internal client partners to prepare all required export documentation to ensure compliance with applicable regulations.
Work with freight forwarders to facilitate export procedures and resolve any problems that may arise.
Maintain weekly status report to manage export holds and shipment status as needed and support coordination with freight forwarders, customs brokers, and internal partners to resolve delays or discrepancies.
Provide customer service in a remote mailroom on campus. This may include assisting with incoming and outgoing shipments and answering questions regarding mail and shipment delivery.
Provide support for special projects, as needed.