Senior Correspondence Coordinator

Trellis Insurance Solutions LLC • Charlotte, NC

1d • Onsite

About The Position

The Senior Correspondence Coordinator is the senior partner in our two-person mailroom and the operational link between inbound mail and the Trellis Admin System (TAS). You will handle the daily intake, scanning, classification, and routing of all correspondence, and you’ll own three areas beyond day-to-day processing: Mailroom inventory and supplies, Vendor relationships (Quadient, USPS, FedEx, UPS), and The workflow that connects scanned documents to the right TAS queue. This is a role of real financial trust — you’ll work in dual control with the Correspondence Coordinator on every check that comes through the door.

Requirements

• 3+ years in a financial services mailroom, document processing center, bank operations, or insurance company environment, with progression into work involving inventory, vendors, or workflow design
• Hands-on experience operating production document scanners, with a strong eye for image quality
• Comfort owning operational inventory or supply controls in a regulated environment
• Experience as the day-to-day point of contact for vendors, equipment service providers, or document/print partners
• Comfort documenting workflows (process maps, decision trees, classification taxonomies) and participating in UAT or system design discussions
• High school diploma or GED, proficiency in Microsoft Office, and ability to learn web-based platforms
• Must pass a background check including criminal and financial screening

Nice To Haves

• Prior experience in annuity, life insurance, or retirement plan operations
• Familiarity with remote deposit capture (RDC), document management systems (DocuWare, PaperVision, Laserfiche, ImageRight), or USPS bulk mail workflows
• Working knowledge of Quadient, postage meter systems, or comparable mail-processing platforms

Responsibilities

• Open, log, and route all inbound mail in the secure mailroom area, working in dual control with the Correspondence Coordinator
• Scan documents at production quality, apply Trellis naming conventions, and route each item to the right TAS queue using the inbound mail taxonomy (i.e., New Business, Service Request, 1035, Complaint, Legal, Payment)
• Endorse and stamp checks per Trellis check-handling standards; transfer all originals to the Correspondence Coordinator for storage and deposit prep before end of day
• Run end-of-day reconciliation jointly with the Correspondence Coordinator and resolve any variance same-day; escalate legal files, regulatory mail, complaints, or unidentified payments immediately
• Own the inventory program for mailroom supplies, scanning consumables, postage, and bonded check stock
• Manage the day-to-day relationship with mailroom vendors (Quadient, USPS, FedEx, UPS, scanner service)
• Own the mailroom-to-TAS workflow: classification taxonomy, routing rules, and naming standards; lead UAT for any change that affects mailroom workflows; cross-train and mentor the Correspondence Coordinator
• Maintain scanner equipment, complete required compliance training, and protect the confidentiality of every piece of policyholder information that passes through the mailroom

Benefits

• Fully employer-paid medical, dental, and vision coverage for the employee — the same coverage offered to full-time employees for part-time employees who work at least 30 hours per week, with no monthly premium deduction from your paycheck
• Predictable schedule — Monday through Friday, 10:00 AM – 4:00 PM EST, with two paid 15-minute breaks and a 30-minute paid lunch
• Discretionary spot bonuses awarded based on performance and contribution
• Discretionary paid time off — work with your manager to take the time you need
• Company-observed holidays

What This Job Offers

• Job Type: Part-time
• Career Level: Senior
• Education Level: High school or GED