Mailroom Specialist

Ricoh Americas Holdings

15d•Onsite

About The Position

The Mailroom Specialist ensures timely, accurate handling of incoming and outgoing mail and packages. You’ll process deliveries, prepare outbound shipments, maintain logs, and partner with internal teams to keep documents and materials moving efficiently and securely.

Requirements

Experience in mailroom operations , administrative support , or shipping (1–2 years preferred).
Familiarity with postal and courier systems (USPS/UPS/FedEx/DHL).
Basic computer skills: Microsoft Outlook , Excel/Google Sheets , label printers, and postage meters.
Strong attention to detail; reliable time management and service mindset.

Nice To Haves

Experience with shipping software/portals (UPS CampusShip, FedEx Ship Manager).
Knowledge of confidential mail handling protocols.
Prior work in corporate, manufacturing, or healthcare settings.

Responsibilities

Receive, sort, and distribute incoming mail and parcels to departments or recipients.
Verify recipient information; maintain mail logs and chain-of-custody documentation as needed.
Inspect packages for damage and escalate discrepancies.
Prepare and meter outgoing mail; fold, stuff, and label envelopes and flats.
Create shipping labels (USPS/UPS/FedEx/DHL) and ensure accuracy of addresses and documentation.
Manage pickups and drop-offs; track shipments and resolve exceptions.
Maintain supplies (envelopes, labels, postage, boxes, packing materials) and reorder proactively.
Keep mailroom records updated (logs, postage reports, monthly summaries).
Support confidential handling per company policy and applicable regulations.
Respond to inquiries; locate packages; coordinate interoffice and special deliveries.
Partner with Facilities/Security for access, deliveries, and compliance.
Assist with ad hoc administrative tasks (scanning, filing, batch runs).