Office Services Associate - Mail

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

As an Office Service Associate – Mail, you will be responsible for efficiently sorting and delivering incoming and outgoing mail to the respective departments, ensuring timely and accurate distribution. Additionally, you will manage the inventory of the mailroom and handle supply ordering. Your role will involve completing projects promptly and complying with postage rates and regulations. You will report directly to the Lead Office Service Associate – Mail or the Client Relations Manager.

Responsibilities

• Collaborate closely with the client organization to develop and refine specialized mailroom procedures, including policies, protocols, and standardized processes, to ensure efficient and accurate handling of incoming and outgoing mail.

• Receive, sort and scan incoming mail pieces on a daily basis; deliver scanned digital copies to designated recipients via email and return original physical mail the same business

• Implement comprehensive sorting procedures to categorize and prioritize mail for prompt and precise distribution to the respective departments.

• Execute scheduled internal runs to deliver interoffice mail in a timely manner, optimizing efficiency and minimizing delays.

• Utilize advanced postage equipment to accurately meter outgoing mail, adhering to postage rates and regulations.

• Prepare and process specialized outgoing mail, such as certified or registered mail, following established procedures to ensure compliance and secure delivery.

• Retrieve outgoing mail from designated internal zones, maintaining a systematic approach to streamline the process and prevent any delays or errors.

• Develop and nurture strong client relationships, consistently striving to enhance and maintain high levels of customer satisfaction through prompt issue resolution and effective communication of outcomes.

• Conduct regular inspections to ensure the overall appearance and condition of the workspace meet the highest standards.

• Respond promptly and positively to client complaints, questions, concerns, and suggestions, conducting quality assurance follow-up and addressing service-related inquiries.

• Execute essential mail services, including accurate sorting and efficient distribution of interoffice mail, conducting scheduled internal runs, utilizing states-of-the-art postage equipment for precise mail metering, preparing specialized outgoing mail (certified, requested), and retrieving outgoing mail from designated internal areas.

• Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.

• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of an Office Services Associate – Mail

Position Requirements/Experience/ Education:

• High school diploma or equivalent, college degree preferred 

• Minimum 1 year of experience

• Ability to understand client inquiries and provide effective responses

• Experience in using Microsoft Office products and applications

• Understands the importance of delivering added value to clients

• Team player who can keep a positive attitude, motivate peers, and build relationships

• Ability to maintain confidentiality and security of any client information

• Displays a pleasant and cheerful disposition at all times

Competencies:

• Client first mentality

• Demonstrates accuracy and attention to detail

• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing

• Solid decision-making skills within the scope of the position

• Ability to meet deadlines and work under pressure

• Good verbal and written communication skills

• Ability to use technology

• Prioritizing, flexibility, adaptability

The Compensation range for this role is up to 24.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is an Equal Opportunity Employer. 

We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. 

Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination. 

Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.