Manager, Mail Operations & Indexing

Group 1001•Zionsville, IN

1d•Onsite

About The Position

In this position you'll lead the operation that keeps critical information flowing across the entire organization. This includes managing multi-functional teams responsible for inbound/outbound mail processing, check handling, and document classification and indexing. You'll combine physical mail operations with modern document workflow coordination to ensure seamless, accurate, and timely movement of important contracts, payments, and communication that drive business. This role leads Operation Supervisors (functional people managers) and Team Leads ensuring teams are held accountable to meet and exceed performance benchmarks for speed and accuracy.

Requirements

High school diploma or GED required
3-5 years of mailroom or document management experience
At least 2 years of supervisory or team leadership experience
Experience with document management systems and mailroom technology
Excellent communication skills both verbal and written
Strong team leader and results oriented to establish a positive and effective working environment
Proficiency with policy administration systems and Microsoft Office Suite
Adaptability to an ever changing and growing organization
Ability to stand, walk, lift, and operate mailroom equipment for extended periods of time

Nice To Haves

Associate’s or Bachelor’s degree preferred
Certification in Records Management or related field
Experience with enterprise document management systems, workflow management, and/or imaging systems
Knowledge of compliance requirements (HIPAA, SOX, etc.) as applicable to industry
Lean Six Sigma or process improvement certification

Responsibilities

Oversee daily mailroom operations including sorting, processing, and distributing incoming and outgoing mail and packages
Manage daily workflow allocation and prioritization to meet service level agreements (SLAs)
Monitor pending inventory and implement strategies to reduce cycle times.
Ensure contingency plans are established to handle significant volume influxes.
Develop and maintain standard operating procedures (SOPs) for all mailroom functions
Coordinate with postal services, courier companies, and shipping vendors to ensure timely deliveries
Manage postage accounts, metering systems, and shipping supplies
Establish and maintain efficient mail routing schedules and delivery routes
Process certified mail, registered mail, and packages requiring signatures or special handling
Ensure sensitive documents are routed to appropriate personnel with proper chain of custody
Oversee document routing procedures and workflows
Refine and revise procedures and workflows, leveraging automation to develop efficiencies where possible
Develop and maintain standard operating procedures (SOPs) for all indexing functions
Develop and enforce document classification and prioritization protocols
Manage digital and physical document tracking systems
Maintain accurate logs and records of all mail and document transactions
Ensure compliance with regulatory requirements for document handling and retention
Implement chain-of-custody procedures for legal, financial, and confidential documents
Manage mailroom equipment including postage meters, scanners, and tracking software
Identify opportunities for automation and process improvement
Implement and maintain electronic document management systems
Generate reports on mailroom metrics, costs, and efficiency
Aid in management of the mailroom and indexing operating budget
Monitor and control postage and shipping costs
Negotiate contracts with postal and courier service providers, in conjunction with internal service partners
Procure and maintain mailroom supplies and equipment
Lead, coach, and develop Operations Supervisors (functional people managers) and Team Leads
Establish and monitor team and individual performance metrics and conduct regular performance reviews
Identify training needs and implement development programs, as needed
Foster a culture of accuracy, efficiency, and exceptional service