Lead Office Services/Mail Associate

Job Overview:
The Lead Office Services / Mail Associate is responsible for overseeing daily office services, mailroom, shipping, receiving, and workplace support operations. This role serves as a key point of contact for employees, vendors, couriers, and building management, ensuring that mail, packages, supplies, and office services are handled accurately, efficiently, and professionally.

The Lead Associate provides day-to-day guidance to office services staff, coordinates workflow and priorities, maintains a high level of customer service, and helps ensure the workplace operates smoothly and efficiently.

Key Responsibilities
Office Services & Mail Operations

• Lead daily mailroom and office services activities, including incoming and outgoing mail, packages, deliveries, and courier services.
• Sort, distribute, scan, meter, and process incoming and outgoing mail accurately and timely.
• Coordinate shipping and receiving activities using appropriate carriers and shipping systems.
• Prepare and process FedEx, UPS, USPS, and other courier shipments as required.
• Track packages and resolve delivery issues, discrepancies, and exceptions.
• Maintain accurate logs and records for mail, packages, shipments, and other office services activities.
• Receive, organize, and distribute office supplies and equipment.
• Maintain inventory levels and submit supply orders as needed.
• Assist with conference room setup, office moves, furniture moves, and workplace projects.
• Maintain organized, clean, and professional mailroom, supply, storage, and common areas.

Lead Responsibilities

• Prioritize daily activities and monitor completion of tasks.
• Serve as a resource and assist with training new employees when necessary.
• Ensure established procedures, service standards, and safety requirements are consistently followed.
• Monitor workflow and identify opportunities to improve efficiency and service quality.
• Communicate operational updates, issues, and priorities to management.
• Assist with scheduling and coverage to ensure uninterrupted office services.
• Promote a positive, collaborative, and customer-focused team environment.

Customer Service

• Provide professional and responsive service to employees, visitors, clients, and vendors.
• Respond to office services requests and ensure issues are resolved promptly.
• Coordinate special requests, deliveries, events, and workplace support activities.
• Maintain a professional and helpful presence while representing the organization.

Facilities & Vendor Support

• Coordinate with building management, facilities teams, couriers, vendors, and service providers.
• Report maintenance, security, equipment, or facility-related issues.
• Assist with vendor access, deliveries, service appointments, and scheduled maintenance.
• Support office moves, renovations, events, and other workplace projects.
• Help maintain compliance with workplace safety and security procedures.

Qualifications

• High school diploma or equivalent required.
• 2–4+ years of experience in office services, mailroom operations, facilities, shipping/receiving, administrative support, or a related field.
• Previous experience providing lead, supervisory, or team-coordination support preferred.
• Experience with shipping and courier services such as FedEx, UPS, USPS, or similar providers.
• Strong organizational skills and attention to detail.
• Excellent customer service and communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Basic computer skills and familiarity with Microsoft Office or Google Workspace.
• Ability to lift and move office supplies, packages, and equipment as required by the position.
• Dependable, professional, proactive, and solutions-oriented.

Core Competencies

• Team leadership
• Mailroom and shipping operations
• Customer service
• Organization and time management
• Attention to detail
• Communication
• Problem-solving
• Vendor coordination
• Workplace operations
• Safety awareness
• Process improvement

Physical Requirements

• Ability to stand and walk for extended periods.
• Ability to regularly lift, carry, push, and pull packages, mail bins, office supplies, and equipment within applicable safety guidelines.
• Ability to operate standard office and mailroom equipment.
• Ability to perform repetitive tasks associated with sorting, scanning, lifting, and distributing mail and packages.

Performance Expectations
The Lead Office Services / Mail Associate is expected to maintain accurate and timely mail and package processing, provide excellent customer service, support team productivity, maintain organized work areas, follow safety and security procedures, and proactively identify opportunities to improve office services operations.

Travel: None or Negligible

Other Duties:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.