Mailroom & Print Operations Analyst (Allentown, PA)

Davies • Allentown, PA

1d • Onsite

About The Position

Our Story Imagine being part of a team that’s not just shaping the future but actively driving it. At Davies North America, we’re at the forefront of innovation and excellence, blending cutting-edge technology with top-tier professional services. As a vital part of the global Davies Group, we help businesses navigate risk, optimize operations, and spearhead transformation in the insurance and regulated sectors. What's in Store We are on the lookout for a Mailroom & Print Operations Analyst. As the Mailroom & Print Operations Analyst, you will be responsible for the accurate processing, tracking, scanning, distribution, and reconciliation of inbound and outbound mail and print communications. This role supports critical business operations by ensuring the timely handling of documents, maintaining compliance standards, and providing operational support for print and mailroom equipment. This position will require you to work onsite in Allentown, PA.

Requirements

• High school diploma or equivalent
• Mailroom experience preferred
• Excellent organizational skills with high attention to detail
• Strong understanding of processes, procedures, and workflow management
• Proficiency with technology, including Microsoft Office, document imaging systems, and mailroom equipment
• Ability to work with a sense of urgency, accountability, and ownership
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Ability to troubleshoot and resolve printer, inserter, scanner, and other mailroom equipment issues
• Strong attention to detail and ability to accurately review, process, and reconcile documents
• Ability to handle confidential and sensitive information in accordance with company policies and HIPAA requirements
• Effective problem-solving, analytical, and decision-making skills
• Strong verbal and written communication skills with the ability to work effectively with internal teams and external vendors
• Commitment to continuous improvement and identifying opportunities to enhance operational efficiency

Responsibilities

• Open, sort, review, classify, and accurately scan all incoming mail and documents according to established procedures and service level expectations.
• Identify, prioritize, and route time-sensitive and business-critical correspondence to the appropriate departments or individuals.
• Maintain accurate records and tracking logs for incoming documents using spreadsheets, databases, and other reporting tools.
• Manage the custody, organization, retention, and retrieval of essential business documents, including titles, powers of attorney (POAs), legal documents, and other sensitive records.
• Coordinate the distribution of critical documents to internal business partners while ensuring proper documentation and chain of custody.
• Plan, coordinate, and execute large-scale outbound mailing campaigns, including document preparation, printing, inserting, postage application, quality review, and mail release.
• Operate, monitor, and maintain high-volume printing, scanning, inserting, and mailing equipment to support daily operational needs.
• Serve as the primary point of contact for mailroom and print-related equipment issues, performing initial troubleshooting and coordinating repairs with vendors as necessary.
• Create shipping labels and process packages utilizing various courier and postal services, including USPS, FedEx, UPS, and other delivery providers.
• Perform detailed reconciliation, balancing, and audit activities for outbound mailings to ensure accuracy, completeness, and compliance with business requirements.
• Maintain inventory levels of mailroom and printing supplies, coordinating orders and replenishment as needed to support uninterrupted operations.
• Handle confidential, proprietary, and personally identifiable information (PII) in accordance with company policies, HIPAA regulations, and other applicable privacy requirements.
• Identify opportunities to improve mailroom, imaging, and print processes to increase efficiency, accuracy, and service quality.
• Collaborate effectively with internal departments, vendors, and external service providers to ensure timely and accurate document processing and delivery.
• Cross-train on related operational functions and provide backup support for other areas within Shared Services as needed.
• Perform additional duties and special projects as assigned.
• Maintain regular and dependable attendance.
• Be available and able to perform job responsibilities during established work hours.

Benefits

• Medical, dental, and vision plans to support your health and that of your family
• A 401(k) plan with employer matching
• Time‑off policies, including Discretionary Time Off (DTO) for exempt employees and Paid Time Off (PTO) for non‑exempt employees
• Paid holidays
• Life insurance and short‑term and long‑term disability coverage
• Paid sick leave
• Paid family and parental leave
• Other mandated benefits in accordance with applicable state and local requirements.

What This Job Offers

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