Job Title: Mail Logistics Coordinator
Location: Vienna, VA
Type: Contract
Work Model: Onsite – onsite
Responsibilities
• Ensure all inbound USPS correspondence received is delivered timely and accurately across campus
• Ensure all inbound express correspondence and packages received are delivered timely and accurately across campus
• Ensure all internal correspondence, documents, packages and orders collected are delivered timely and accurately across campus
• Utilize an internal tracking system to scan and document chain of custody records for inbound express items and internal packages and orders
• Organize, review, and time stamp inbound USPS correspondence for distribution to on-campus points of contact
• Use available tools and resources to identify employee locations for deliveries
• Independently perform research to properly re-route mail
• Establish and maintain effective communication with business units, partners, and internal customers
• Retrieve and transport outbound mail, enterprise correspondence, and packages from drop off locations to Mail Center for shipping
• Process time sensitive mailings and projects responsibly
• Aid employees with mail inquiries, supplies, and challenges
• Research and verify address information requests to the Social Security Administration and Veterans Administration
• Maintain current knowledge of the organizational structure to ensure accuracy in deliveries
• Maintain current knowledge of enterprise organizational structure to ensure the flow of communication is uninterrupted
• Assist with placement of signage throughout the campus if necessary
• Processing of time sensitive packages, supplies, and projects responsibly if necessary
• Assist with training new employees on team operations and department initiatives if necessary
• Ensure scanned documents meet quality control standards and that the process is completed accurately and thoroughly if necessary
• Retrieve interoffice mail, documents, and packages from drop off locations for enterprise distribution
• Receive, inspect, sort, store, and distribute controlled forms if necessary
• Maintain physical security of controlled forms and other secured items by safeguarding vault entry and access if necessary
• Investigate, report, and reconcile any inventory discrepancies of controlled forms using the internal tracking system if necessary
• Receive and file delivery confirmation for all controlled forms shipped if necessary
• Daily checks on ready issue rooms throughout the campus if necessary
• Maintain mail rooms throughout campus if necessary
• With limited supervision, conduct research and use judgment/independence to sort/route physical mail and validate, index, assign, and route electronic documents if necessary
• Perform other related duties as assigned
Requirements
• Strong attention to detail
• Ability to collaborate within a team environment and across departments
• Experience in a high production environment to meet multiple deadlines simultaneously
• Skill in managing multiple responsibilities independently and within a team environment
• Skill in collecting and analyzing information to exercise sound judgment and responsible decision making
• Effective skills interpreting and following instructions to guidelines, procedures, and practices
• Strong and effective verbal and written communication skills
• Effective research, analytical, and problem-solving skills that provide exceptional customer service
• Strong time management skills and the ability to prioritize responsibilities, assignments, and projects
Desired Qualifications
• Familiarity with the organization’s products, services, programs, policies, and procedures
• Demonstrated work experience in mail room or office environment
• Working knowledge of courier software programs (FedEx, USPS, UPS)
• Working knowledge of Microsoft Office products
• Experience or familiarity with computers and software
• Demonstrated work experience in a customer service-based environment
• Advanced knowledge of the organization’s functions, philosophy, operations, and organizational objectives
System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.
System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.
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Ref: #851-Rockville-S1
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