Office Services Associate - Mail

Opensity Solutions•Dubuque, IA

3d•$0 - $18•Onsite

About The Position

As an Office Service Associate – Mail, you will be responsible for efficiently sorting and delivering incoming and outgoing mail to the respective departments, ensuring timely and accurate distribution. Additionally, you will manage the inventory of the mailroom and handle supply ordering. Your role will involve completing projects promptly and complying with postage rates and regulations. You will report directly to the Lead Office Service Associate – Mail or the Client Relations Manager.

Requirements

High school diploma or equivalent
Experience not required
Ability to understand client inquiries and provide effective responses
Experience in using Microsoft Office products and applications
Understands the importance of delivering added value to clients
Team player who can keep a positive attitude, motivate peers, and build relationships
Ability to maintain confidentiality and security of any client information
Displays a pleasant and cheerful disposition at all times
Ability to repeatedly move packages up to approx. 35 lbs.

Responsibilities

Act as the primary liaison between the client and Forrest Solutions, providing daily support and facilitating effective communication.
Manage the operational requirements daily, including addressing client requests, inquiries, and onsite staff issues to ensure exceptional client satisfaction.
Maintain a well-organized and professional work environment, including proper signage, updated communication boards and /or binders, and overall cleanliness and orderliness.
Participate actively in weekly leadership and senior management discussions, effectively communicating results, challenges, and strategic initiatives to meet client objectives.
Collaborate closely with the client organization to develop and refine specialized mailroom procedures, including policies, protocols, and standardized processes, to ensure efficient and accurate handling of incoming and outgoing mail.
Implement comprehensive sorting procedures to categorize and prioritize mail for prompt and precise distribution to the respective departments.
Execute scheduled internal runs to deliver interoffice mail in a timely manner, optimizing efficiency and minimizing delays.
Utilize advanced postage equipment to accurately meter outgoing mail, adhering to postage rates and regulations.
Prepare and process specialized outgoing mail, such as certified or registered mail, following established procedures to ensure compliance and secure delivery.
Retrieve outgoing mail from designated internal zones, maintaining a systematic approach to streamline the process and prevent any delays or errors.
Develop and nurture strong client relationships, consistently striving to enhance and maintain high levels of customer satisfaction through prompt issue resolution and effective communication of outcomes.
Conduct regular inspections to ensure the overall appearance and condition of the workspace meet the highest standards.
Respond promptly and positively to client complaints, questions, concerns, and suggestions, conducting quality assurance follow-up and addressing service-related inquiries.
Execute essential mail services, including accurate sorting and efficient distribution of interoffice mail, conducting scheduled internal runs, utilizing states-of-the-art postage equipment for precise mail metering, preparing specialized outgoing mail (certified, requested), and retrieving outgoing mail from designated internal areas.
Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.
Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project.
Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of an Office Services Associate – Mail.