Mail Services Coordinator

MalaceHR is seeking a detail-oriented and tech-savvy Mail Services Coordinator to support mailroom operations within a multi-building corporate campus. This role is ideal for someone who is adaptable, collaborative, and highly organized, with the ability to manage both physical mail distribution and digital tracking systems.

The Mail Services Coordinator plays a key role in ensuring timely and accurate delivery of mail and packages while maintaining strong relationships with internal teams and external carriers.

Key Responsibilities

Mail Operations & Distribution

• Process incoming mail, packages, and interoffice correspondence with a high level of accuracy
• Coordinate mail collection and delivery across multiple buildings (2–3 mail runs daily using a company-provided mail van)
• Receive and distribute packages from carriers such as UPS and FedEx
• Ensure timely delivery to appropriate departments and personnel

Data Entry & Tracking

• Perform data entry tasks (approximately 40% of the role)
• Maintain tracking systems for registered, certified, and incoming packages
• Manage logs for mail distribution and delivery confirmation

Document & Print Services

• Operate digital printers, wide-format plotters, and finishing equipment
• Support document production and distribution needs across departments

Customer Service & Operations

• Manage executive and confidential mail with discretion and urgency
• Coordinate international shipments and ensure compliance with customs requirements
• Build and maintain strong client relationships through reliable service
• Conduct mailroom inspections and maintain inventory of supplies
• Identify opportunities to improve processes, reduce costs, and increase efficiency

Qualifications

Experience & Skills

• Minimum of 1 year of experience in a corporate mailroom or similar role
• Strong attention to detail, especially when handling sensitive or confidential materials
• Comfortable using technology and data entry systems
• Knowledge of postal procedures, shipping methods, and regulations
• Strong communication, organizational, and problem-solving skills
• Ability to work independently with minimal supervision
• Adaptable, collaborative, and customer-service oriented

Physical Requirements

• Ability to lift up to 50 lbs
• Ability to stand, bend, and move throughout the day in a safe manner

What We’re Looking For

• Tech-savvy and adaptable individual
• Strong attention to detail and accuracy
• Team-oriented with a collaborative mindset
• Self-motivated, energetic, and flexible