Mailroom Coordinator job description

Job brief

We are seeking a detail-oriented Mailroom Coordinator to take ownership of our mail processing operations and ensure efficient, secure handling of all incoming and outgoing correspondence. In this role, you will manage daily mail sorting and distribution, coordinate with shipping vendors to optimize delivery costs, and maintain the tracking systems that keep our organization connected with clients, vendors, and partners. You'll work with modern postal equipment and software while collaborating with administrative teams, security personnel, and facilities management to maintain smooth mailroom operations. If you enjoy working in a structured environment where attention to detail and organizational skills make a real difference, this position offers the opportunity to support critical business communications.

What is a Mailroom Coordinator?

A Mailroom Coordinator is a specialized administrative professional who oversees the entire mail processing operation within an organization, from sorting incoming correspondence to managing outbound shipments. Working with postal management systems, barcode scanners, and tracking software such as USPS Web Tools or FedEx Ship Manager, Mailroom Coordinators ensure accurate mail distribution, maintain delivery logs, and coordinate with shipping carriers including UPS, FedEx, and USPS. Their role is critical to maintaining secure document flow, meeting compliance requirements for sensitive mailings, and supporting seamless communication between the organization and external stakeholders.

What does a Mailroom Coordinator do?

A Mailroom Coordinator processes hundreds of daily mail pieces using sorting equipment and postal scales, scans packages with handheld barcode readers, and updates delivery tracking systems to maintain accurate shipment records. They coordinate with reception staff to distribute internal mail, work with shipping carriers to schedule pickups and resolve delivery issues, and use postage meters like Pitney Bowes or Quadient systems to process outbound correspondence. They also maintain mail logs in spreadsheet applications or specialized mailroom software, handle certified and registered mail requiring signatures, and ensure compliance with postal regulations and company security protocols for confidential documents.

Key responsibilities

• Sort and distribute incoming mail, packages, and deliveries using barcode scanners and automated sorting equipment across multiple office locations
• Process outbound mail and packages through postage meters, ensuring accurate weight measurements and proper postal classification for cost optimization
• Maintain detailed shipping logs and tracking records using mailroom management software or Excel spreadsheets to monitor delivery status
• Coordinate with UPS, FedEx, USPS, and DHL representatives for scheduled pickups, delivery confirmations, and resolution of shipping discrepancies
• Handle certified mail, registered mail, and signature-required deliveries according to USPS regulations and company security protocols
• Manage inventory of shipping supplies including boxes, envelopes, labels, and packaging materials while monitoring postage meter balances
• Operate mail processing equipment including folding machines, envelope stuffers, and automated postage systems for bulk mailings
• Collaborate with reception, security, and facilities teams to ensure secure mail handling procedures and maintain chain of custody for sensitive documents

Requirements and skills

• Experience operating postage meters, barcode scanners, and mail processing equipment such as Pitney Bowes or Quadient systems
• Proficiency in Microsoft Excel for maintaining shipping logs, tracking spreadsheets, and generating mail distribution reports
• Knowledge of USPS, UPS, and FedEx shipping procedures, postal classifications, and domestic/international mailing requirements
• Ability to lift packages up to 50 pounds and stand for extended periods while processing mail and operating postal equipment
• Strong attention to detail for accurate mail sorting, address verification, and tracking number documentation
• High school diploma or equivalent with 1-2 years of experience in mailroom operations, shipping, or logistics coordination
• Familiarity with shipping software platforms such as ShipStation, FedEx Ship Manager, or UPS WorldShip for rate comparison and label printing
• Understanding of confidentiality requirements and security protocols for handling sensitive business correspondence and legal documents

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