Mailroom Coordinator
Job title: Mailroom Coordinator in Nashville, TN at Thomas and Company
Company: Thomas and Company
Job description: Who We Are:As the largest privately held service provider in our industry, Thomas & Company stands at the forefront of delivering innovative and comprehensive solutions that help businesses optimize their operations and manage critical aspects of human resources. We specialize in offering unmatched unemployment cost control, employment verification, and tax credit services, all designed to reduce financial risk, streamline processes, and drive cost efficiency for our clients.Our Culture:We believe that success starts with people. We are committed to fostering a culture of innovation, collaboration, and growth. Our mission is to empower our employees to thrive both professionally and personally, offering an environment where creativity and diverse ideas flourish.We are not just a company-we are a community of passionate individuals dedicated to making a real impact. From dynamic team-building opportunities to leadership development programs, Thomas & Company invests in its people at every level. Our supportive workplace is built on the foundation of our core values a shared vision for enabling success. Our winning culture has earned us recognition as a five-time Tennessean Top Workplace and two (and counting) USA Today Top Workplace.Whether you're looking for a challenge, a place to grow your career, or a team that values your contributions, Thomas & Company offers endless opportunities to make a difference. Join us and become part of a team where your ideas are heard, your potential is recognized, and your career can truly flourish.The Position:The job of the Mailroom Coordinator is an in-office position assisting all departments with inbound and outbound mail processing. This position focuses on opening, sorting, scanning inbound mail and printing and posting outbound mail.Essential Duties and Responsibilities
- Slice, open and sort mail including packages by category and distribute to mail collection center - Level I (Weeks 1-8)
- Sort, barcode, batch and scan documents for specific queues and distribute to assigned resource which includes detailed training on a large volume of templates to differentiate between numerous scan queues - Level 2-3 (Week 8+)
- Assist with specific State websites by pulling documents and adding information to documents prior to processing
- Redacting documents through PDF XChange prior to scanning
- Prepare/ forward client mail and distribute to assigned resource for mailing/scanning
- Determine proper disposition of undeliverable mail within the same day of receipt and process accordingly
- Send out all metered mail at scheduled times of workday to go out daily by 3:00 p.m.
- Operate mail machines including postage meter, photocopying machine, and mail folding and inserting machine. Process and weigh outgoing mail and determine cost effective shipping method for FedEx
- Fill out mailing labels and create envelopes using MSWord, including researching correct mailing address, proper regional zip codes
- Work specific Email Boxes as needed to print out documents to be faxed or mailed via FedEx, USPS
- Prepare hearing exhibits and appeal letters to be shipped as needed via USPS, FedEx
- Fold letters, circulars, or other documents and insert into envelopes for distribution
- Track personal metrics which includes inbound mail opened/sorted, outbound mail handled, various job duties throughout the day
- Work on company initiatives such as streamlining mail process
- Mailroom projects include assisting other departments to digitalize by pulling a large volume of templates and working with the Development Team during project
- Correspond with remote employees and departments concerning questions regarding inbound/outbound mail and client mail received
- Index/Data Entry Keywords for Documents Scanned as needed
- Other duties as required
- High School Diploma or Equivalent
- 1-3 years data entry experience
- Proficiency with 10-key, preferred
- Ability to carry 10-20 lbs
- Must be proficient in MS Word, MS Excel, Outlook, Internet, etc.
- Must be able to compute postage charges, shipping rates, and charges for other mail room services.
- Equivalent combination of education and experience will be considered
- Must have the ability to take initiative and work independently with little supervision as well
- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions
- Adaptability is the key to the Administration Team being able to assist all divisions of T&C - must be able to change tasks quickly as needed
- T&C uses TNC Application and Onbase Client - Thorough training will be implemented shortly after start date
- Ability to sit/stand for longer periods of time to open/sort mail
- Ability to take initiative and work independently with little supervision
- Strong organizational skills is required for efficiency
- Ability to define priorities and handle multiple tasks and projects
- Ability to handle sensitive and confidential information appropriately
- Professional demeanor with the ability to interact tactfully
- Ability to work well with varying levels of internal management staff
- Ability to maintain positive working relationships with clients, peers, team members, and leadership
- Ability to deal with stressful situations to achieve desired business results
- Strong detail oriented, analytical, and time management skills
- Must have the ability to be punctual and maintain excellent attendance