Mailroom Team Lead

Reprise Financial • Irving, TX

1d • Onsite

About The Position

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

The role is based at Reprise Financial’s office in Irving, Texas. The company describes its workplace as collaborative, customer-focused, and committed to innovation, transparency, continuous improvement, open communication, and kindness. Reprise Financial offers comprehensive medical, dental, and vision coverage, an HSA contribution, an Employee Assistance Program, a 401(k) with Safe Harbor Match, accrued time off, company holidays, sick time, three floating holidays, 12 weeks of paid parental leave, salary and bonus opportunities, and a technology package.

Requirements

• At least 4 years of experience in mailroom, mail services, or document processing operations; financial services or another regulated industry is preferred.
• Experience handling customer payments and checks while adhering 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 and 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 adapt to changing volumes.
• Excellent verbal and written communication, organizational, and problem-solving skills.
• Ability to work well with all levels of management and personnel.
• 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.
• Ability to work as a team player and lead by example in a fast-paced environment.
• Must be based at the company’s office in Irving, Texas.

Nice To Haves

• At least 1 year of experience in a lead, supervisory, or trainer role.
• Familiarity with Shaw Retail or a similar loan servicing system.

Responsibilities

• Lead daily mailroom operations and assign and prioritize work across Mailroom Associates to meet same-day processing deadlines and departmental SLAs.
• Train, coach, and support associates on procedures, quality standards, and controls, and 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 and check 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 the appropriate teams so customer information can be corrected.
• Protect customer personal and financial information under 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 and increase efficiency.
• Maintain and update mailroom procedures and desk guides, ensuring they reflect current practice and are followed consistently.
• Manage mailroom supplies, equipment, and vendor relationships, and escalate service issues as needed.
• Respond to internal inquiries about mail, payments, and shipments within SLAs; provide backup coverage 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.
• Health Savings Account (HSA) contributions.
• 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 three floating holidays.
• 12 weeks of paid parental leave.
• Market-driven salary and bonus opportunities.
• Technology package to support productivity.

What This Job Offers

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