Office Mail Specialist / Mail Logistics Coordinator

About the Role

We are looking for an Office Mail Specialist / Mail Logistics Coordinator to work onsite in Pensacola, FL. This is a long-term contract position with no set end date. The coordinator will be responsible for managing the receipt, distribution, and dispatch of incoming and outgoing mail and packages across the campus, ensuring accurate and timely delivery within the organization.

Responsibilities

• Deliver all inbound USPS mail and express packages promptly and accurately throughout the campus.
• Collect and distribute internal documents, correspondence, and packages swiftly across departments.
• Use an internal tracking system for scanning and documenting the custody chain of express items and internal packages.
• Organize and timestamp incoming USPS correspondence for delivery to campus points of contact.
• Utilize tools to identify employee locations for delivery and independently research to correctly reroute mail as needed.
• Maintain clear communication with business units, partners, and internal customers to support mailroom operations.
• Retrieve outbound mail, correspondence, and packages from drop-off points and prepare them for shipment at the Mail Center.
• Handle time-sensitive mailings and projects responsibly, assisting employees with mail inquiries and supplies.
• Verify address requests relating to agencies such as the Social Security Administration and Veteran’s Administration.
• Keep current knowledge of the organization’s structure to ensure precise deliveries and communication flow.
• Assist with signage placement around campus and training of new employees as needed.
• Perform quality control checks on scanned documents to ensure accuracy.
• Maintain mailrooms across campus and handle controlled forms securely, including inventory reconciliation and shipment documentation.
• Perform research and independently route physical and electronic mail with limited supervision.
• Conduct daily checks of ready issue rooms and maintain physical security of secured mail items.
• Carry out any other job-related duties as assigned by management.

Qualifications

• Strong attention to detail and ability to meet multiple deadlines in a fast-paced work environment.
• Capability to work independently and collaboratively within a team and across departments.
• Competency in multitasking and prioritizing responsibilities effectively.
• Excellent judgment, information analysis, and problem-solving skills to deliver superior customer service.
• Strong verbal and written communication skills.
• Effective time management and organizational capabilities.

Preferred Qualifications

• Previous experience in a mailroom or office setting.
• Familiarity with courier software such as FedEx, USPS, and UPS systems.
• Proficiency with Microsoft Office applications and general computer skills.
• Experience in customer service roles.

Additional Information

• This position requires the candidate to be a U.S. citizen, Green card holder, or have an Employment Authorization Document (EAD). No work sponsorship is provided.
• The targeted compensation is $23 per hour on W2, with final offers dependent on experience, skills, education, certifications, and location.
• A comprehensive benefits package is offered, including medical, dental, vision, disability insurance, and a 401(k) plan.

Equal Opportunity Employer Statement

Our company is committed to providing equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law.