Mailroom Services Associate

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership Position Overview The Mailroom Associate is responsible for providing exceptional mailroom, shipping, receiving, and distribution services within a professional corporate environment. This position supports daily business operations by receiving, processing, sorting, tracking, and distributing incoming mail and packages, as well as preparing and processing outgoing shipments. The role requires a strong focus on accuracy, organization, efficiency, and customer service while ensuring that mailroom operations run smoothly and materials are handled in a timely and secure manner. In addition to primary mailroom responsibilities, this position may be cross-trained to provide support across other workplace service areas, including document scanning, facilities services, and reception or concierge coverage, based on client needs and operational requirements. The ideal candidate is adaptable, dependable, detail-oriented, and comfortable balancing multiple responsibilities while maintaining a high level of professionalism. Duties and Responsibilities Mailroom Operations & Distribution - Receive, sort, process, and distribute incoming mail, packages, and deliveries to the appropriate employees or departments. - Manage outgoing mail and package transactions, ensuring items are properly prepared, labeled, processed, and shipped. - Maintain accurate records of mail and package receipt, distribution, mailing dates, and other required information. - Utilize mail tracking and chain-of-custody systems to document and monitor mail and package activity. - Notify employees of incoming mail and package deliveries through email or designated communication systems. - Serve as a primary point of contact for employee inquiries regarding mail, packages, and shipping requests. - Ensure mail and packages are handled, stored, and distributed appropriately and in accordance with established procedures. - Assist with shipping and receiving activities, including verifying incoming materials, reviewing packing slips, and preparing outgoing shipments. - Operate mailroom equipment, including postage meters, mail folding and inserting machines, multifunction printers, and other related equipment. - Monitor mailroom equipment functionality and replenish necessary supplies such as postage, paper, labels, and packaging materials. Workplace & Office Services Support - Maintain the mailroom and designated Business Service Center areas in a clean, organized, and professional manner. - Monitor office supply inventory and replenish or coordinate orders as needed. - Assist with organizing supply closets, storage areas, and other designated workplace spaces. - Submit work orders or maintenance requests when necessary. - Proactively identify opportunities to support overall office operations and assist with additional tasks during periods of lower mailroom activity. - Collaborate with SPS colleagues, client representatives, and other service teams to ensure consistent and efficient service delivery. Cross-Functional Workplace Support - Participate in cross-training to support additional workplace service areas based on client needs and business requirements. - Provide document scanning, sorting, indexing, and electronic distribution support as assigned. - Assist with facilities-related responsibilities, including general office upkeep, conference room resets, supply replenishment, and workplace organization. - Provide backup reception, lobby, or concierge coverage as needed, including greeting visitors, responding to inquiries, and directing guests appropriately. - Assist with conference room setups, meeting support, and other general office service requests as needed. - Adapt to changing priorities and provide assistance across service areas to support overall site operations. Customer Service & General Responsibilities - Deliver exceptional, responsive, and professional customer service to employees, visitors, clients, and vendors. - Maintain professionalism and composure when handling employee inquiries, sensitive requests, and service-related concerns. - Build and maintain positive working relationships with clients, employees, vendors, and internal teams. - Communicate effectively regarding service requests, delivery issues, and operational needs. - Follow established policies, procedures, and service standards. - Assist with training backup personnel and providing guidance on mailroom processes and procedures. - Proactively seek out additional responsibilities and opportunities to contribute to the success of the team. - Perform other related duties as assigned. Qualifications & Education Requirements - High school diploma or equivalent required. - Two or more years of prior work experience preferred. - Previous experience in mailroom operations, shipping and receiving, distribution, warehouse operations, office services, or customer service preferred. - Experience operating mailroom equipment, multifunction printers, or other office equipment is a plus. - Strong organizational skills and attention to detail. - Excellent written and verbal communication skills. - Basic computer proficiency, including Microsoft Office applications and the ability to learn computer-based systems. - Ability to manage multiple tasks simultaneously while maintaining accuracy and efficiency. - Ability to work independently, follow established procedures, and complete assigned responsibilities with minimal supervision. - Strong customer service skills and the ability to interact professionally with employees, clients, visitors, and vendors. - Flexible and adaptable, with a willingness to cross-train and support other workplace service functions as needed. - Ability to maintain a professional appearance and attitude. - Ability to work assigned schedules and hours as determined by management. - Must adhere to all company policies and procedures. Core Competencies - Customer Service Orientation: Demonstrates a commitment to providing prompt, courteous, and professional service. - Attention to Detail: Ensures mail, packages, shipping documentation, and records are handled accurately. - Organization & Time Management: Effectively prioritizes daily responsibilities and maintains an organized work environment. - Adaptability & Flexibility: Willingness to learn new processes, cross-train, and assist across multiple workplace service areas. - Communication: Communicates effectively with employees, clients, vendors, and team members. - Problem-Solving: Recognizes operational issues and takes appropriate steps to resolve or escalate concerns. - Accountability & Initiative: Takes ownership of assigned responsibilities and proactively identifies opportunities to support the team. - Professionalism: Maintains a positive, dependable, and professional demeanor in all workplace interactions. Physical Requirements Approximately 50% of the time, this position requires the following physical activities: - Fine and gross motor skills, including the ability to grasp, lift, carry, and move mail, packages, supplies, and other materials. - Ability to push, pull, and maneuver packages on standard wheeled carts with a load capacity of up to 60 pounds. - Ability to lift or move 40 pounds or greater frequently. - Ability to walk, bend, kneel, stand, and/or sit for extended periods of time. - Manual dexterity required to operate office machinery and equipment, including postage meters, printers, scanners, mail processing equipment, and computers. - Ability to communicate and discern information effectively with onsite staff through vision, hearing, and oral and written comprehension. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. 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. Compensation: The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors. Vacancy Status: This posting is for an existing vacancy. Pay Range $22—$22.80 USD WHAT WE OFFER - Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities. - Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do. - We Recognize Talent: We offer a variety of recognition programs for all levels of employees. - Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason. - Bonuses: Are available for employee and client referrals for current employees. - Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts. - Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering. About SPS SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings. Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies. At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law. Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool. To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process. SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time. To view our privacy policy, click on the link below: Data Privacy Statement Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.