Job Description:
Responsible for assuring that all mailroom operations are being completed in a timely and efficient manner. Overseeing all mailroom functions and staff from both ends of receipt and delivery of all mail handled at the set location. Develop carrier relationships and monitor key performance metrics of price, quality and delivery performance to ensure competitive advantage for the company. Play key role in negotiating competitive freight rates with carriers for all inbound/outbound and domestic/international traffic. Record shipment data; such as weight, charges, space availability, and damages and discrepancies, for reporting, accounting, and recordkeeping purposes. Reports to Facility Manager.
Essential Job Duties:
- Provides direction and supervision to Mailroom staff, including employee evaluations, recommendation of salary increases, performance management, and interviewing new employees.
- Oversee mailroom staff to assure that all incoming/outgoing mail is picked up, sorted, processed and delivered at set times daily.
- Direct the handling of various types of mail including, courier, overnight, post office and interoffice mail. Ensure prompt delivery and security of items.
- Ensure that all mailing equipment is serviced on a regular scheduled basis. Contacts and coordinates with external vendors for repairs if needed.
- Ensure cost controls within the mailroom. Includes audits of regular and overnight postage rates to ensure that the minimum postage is being paid on all mailings.
- Actively communicate with the customer(s) to meet set initiatives and to meet/exceed expectations. Increase customer satisfaction by understanding requirements and anticipating needs, meeting or exceeding expectation.
- Maintain audit ready status of all functions in the mailroom and shipping/receiving areas for compliance with customer standards.
- Provide notification to customer regarding deliver and pick-up schedules and any changes that may occur.
- Address service issues with customer and mailroom staff.
- Ensures all safety and security guidelines in the mailroom and shipping/receiving areas are followed.
- Ensures all mailroom procedures and US Postal guidelines are followed by mailroom staff.
- Provides direction and supervision to mailroom staff. Including completion of employee performance reviews, recommending and substantiation of salary increases, counseling employees on performance issues and interviewing / hiring / firing employees.
- Readily accept changes requested by management in scope of responsibility according to changes in the business needs.
- Validate and code shipping invoices for processing
- Confer and correspond with establishment representatives to rectify problems, such as damages, shortages, and nonconformance to specifications.
- Contact carrier representative to make arrangements and to issue instructions for shipping and delivery of materials. Requisition transportation from freight carriers to ship products.
- Maintains all the shipping records and keeps files and papers organized.
- Handles and documents storage and transportation of hazardous materials.
- May perform other duties as assigned
Other Job Functions:
- Adhere to all safety and security guidelines and procedures
- May place incoming merchandise into inventory
- Must be flexible to work overtime when required
- May direct others in preparing outgoing and receiving incoming shipments
- May assist in unloading trucks
Skills, Education and Experience:
- High School degree or GED (General Education Degree) required, Bachelor’s degree preferred or comparable experience
- Minimum of 5 years previous experience in mailroom/facilities operations, previous supervisory experience strongly preferred
- Strong organization, communication and project management skills
- Strong interpersonal skills and customer service orientation
- Proficient in the various Microsoft applications such as, MS Word, MS Excel, and MS Access preferred
Benefits and Perks:
- Industry-leading Parental Leave Policy (up to 16 weeks)
- Generous healthcare
- Bright Horizons back-up care program
- Generous paid time off
- Education reimbursement
- Referral Program
- Opportunities to network and connect
Benefits/perks listed may vary depending on the nature of your employment with Newmark and the job location.
Working Conditions: Normal working conditions with the absence of disagreeable elements
Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.
Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.
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