OVERVIEW & PURPOSE

The Mail Services Manager is responsible for overseeing the daily operations of the mailroom and supporting facility-related services to ensure an efficient, organized, and client-focused workplace environment. This role manages mail and package processing, coordinates service delivery, supervises mailroom staff, and partners with site leadership to maintain smooth office operations, including production support, shipping, inventory management, and facility logistics.

ESSENTIAL FUNCTIONS

1. Supervise the daily receipt, logging, sorting, and delivery of incoming mail and packages.

1. Ensureaccountable mail is properly tracked and distributed according to client and company procedures.

1. Oversee outgoing mail processing, including USPS and courier compliance requirements.

1. Coordinate shipping and receiving operations, including carrier pickups and delivery schedules.

1. Maintain mailroom organization, workflow efficiency, and service standards.

1. Support site operations through production services such as binding, collating, scanning, and finishing.

1. Monitor and manage inventory of mailroom and print supplies; coordinate replenishment and deliveries.

1. Serve as the primary point of contact for mailroom-related client service requests and escalations.

1. Train, schedule, and provide daily direction to mailroom staff and associates.

1. Provide backup support for reception/front desk coverage as needed.

1. Assistwith facility service coordination, including workspace support, vendor access, and general sitelogistics.

1. Other duties as assigned by Site Leadership.

COMPETENCIES

1. Must have exceptional customer service and client communication skills.

1. Strong leadership ability with experience supervising staff in a service environment.

1. Ability to multitask and prioritize in a fast-paced setting.

1. Highly organized with attention to detail and accountability procedures.

1. Strong problem-solving skills and ability to manage operational workflows.

1. Proficient computer skills, including Microsoft Office applications (Excel, Word, Outlook, etc.).

1. Ability to work independently while supporting a collaborative team environment.

1. Must hold a valid driver’s license.

SUPERVISORY RESPONSIBILITY

This position has supervisory responsibility over mailroom and service center associates, including scheduling, training, daily task management, and performance support.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

A facilities management mailroom is a high-traffic, multi-functional workspace that combines operational efficiency with safety, security, and employee well-being. It serves as a central hub for receiving, processing, and distributing mail, packages, and sensitive documents, while also supporting broader facility management goals.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear, stand and walk, sit; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

POSITION TYPE & EXPECTED HOURS OF WORK

M-F; 8 hours per day.

REQUIRED EDUCATION & EXPERIENCE

High School Diploma or GED required.

REPORTS TO

Modern Office Methods service leadership and site leadership.

OTHER DUTIES