Mailroom Team Lead

Reprise Financial • ,

4d • $28 - $32 • Onsite

About The Position

The Mailroom Team Lead oversees Reprise Financial’s daily mailroom operations, ensuring incoming and outgoing mail, customer payments, and sensitive documents are received, processed, and routed accurately, securely, and on time. Alongside performing core mailroom functions, the position leads day-to-day team operations by assigning and prioritizing work, training and guiding Mailroom Associates, serving as the first point of escalation, and coordinating with Loan Accounting, Customer Service, Collections, and Compliance. The role maintains strong controls over payment handling and confidential information to minimize risk and potential losses.

This is an office-based role located in Irving, Texas. The position requires working in a high-volume, deadline-driven environment and the ability to lift up to 50 pounds and stand, walk, or sit for extended periods.

Requirements

• At least 4 years of experience in mailroom, mail services, or document processing operations.
• Experience handling customer payments and checks with strong adherence to controls and audit requirements.
• Experience with postage meters, shipping or courier platforms, and high-volume scanning or imaging equipment.
• Working knowledge of Microsoft Office, including intermediate proficiency in Microsoft Excel for volume tracking and reporting.
• Exceptional attention to detail and accuracy in a high-volume, deadline-driven environment.
• Ability to organize and prioritize work for a team, delegate effectively, and adjust quickly to changing volumes.
• Excellent verbal and written communication, organizational, and problem-solving skills.
• Ability to work well with all levels of management and personnel within the organization.
• Ability to maintain strict confidentiality and a professional demeanor when handling sensitive customer information.
• Ability to lift up to 50 pounds and stand, walk, or sit for extended periods.
• Team player with the ability to lead by example in a fast-paced environment.
• Must be based at the company office in Irving, Texas.

Nice To Haves

• At least 1 year of experience in a lead, supervisory, or trainer role.
• Mailroom, mail services, or document processing experience in financial services or a similar regulated industry.
• Familiarity with Shaw Retail or a similar loan servicing system.

Responsibilities

• Lead daily mailroom operations, assigning and prioritizing work across Mailroom Associates to meet same-day processing deadlines and departmental SLAs.
• Train, coach, and support mailroom associates on procedures, quality standards, and controls; provide management with input on performance and development.
• Oversee receipt, opening, sorting, and logging of incoming mail, including customer payments and correspondence.
• Maintain dual-control and chain-of-custody procedures for payments; ensure checks are logged, balanced, and delivered or scanned for deposit the same day.
• Identify and promptly route time-sensitive and legal correspondence to the appropriate department.
• Oversee scanning and indexing of incoming documents in the document management system, checking accuracy, legibility, and completeness.
• Manage outgoing mail and shipments, including customer letters, paid-in-full letters, payoff quotes, and overnight or courier packages; operate and reconcile postage meter and shipping accounts.
• Process returned and undeliverable mail, update records, and notify appropriate teams so customer information can be corrected.
• Protect customer personal and financial information in accordance with company policy and regulatory requirements, including secure storage, clean desk practices, and secure document destruction.
• Track and report daily mail and payment volumes, turnaround times, and exceptions; recommend process improvements to reduce errors, eliminate redundancies, and increase efficiency.
• Maintain and update mailroom procedures and desk guides, ensuring they reflect current practice and are consistently followed.
• Manage mailroom supplies, equipment, and vendor relationships, escalating service issues as needed.
• Respond to internal inquiries about mail, payments, and shipments within SLAs; provide backup coverage for Mailroom Associates during peak volumes or absences.
• Promote a cooperative, accountable, and productive work environment and support other departments as needed.

Benefits

• Comprehensive medical, dental, and vision coverage.
• Contributions to a Health Savings Account (HSA).
• Access to an Employee Assistance Program (EAP).
• 401(k) program with a Safe Harbor Match: 100% of the first 3% and 50% of the next 2%.
• Accrued time off, company holidays, sick time, and 3 floating holidays.
• 12-week paid parental leave.
• Market-driven salary and bonus opportunities.
• Robust technology package.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed