Mail Services Coordinator

JLL•Indianapolis, IN

1d•$20 - $22•Onsite

About The Position

The Mail Services Coordinator is responsible for managing comprehensive mail room operations and serving as the primary liaison for all mail and courier services. This role ensures efficient processing, distribution, and tracking of all incoming and outgoing mail and packages while maintaining exceptional client service standards. The position requires daily use of personal vehicle for postal runs with mileage reimbursement provided.

Requirements

High school diploma or equivalent
1-2 years of related mail room or logistics experience
Demonstrated professional reliability and strong work ethic
Self-motivated with excellent organizational and time management skills
High level of accuracy in processing and record-keeping
Ability to remain on feet for extended periods
Regularly lift, move, and carry up to 10 pounds
Frequently lift, move, and carry up to 25 pounds
Occasionally lift, move, and carry up to 50 pounds
Ability to work quickly and accurately with hands; good hand-eye coordination
Personal vehicle required for daily postal runs (mileage reimbursement provided)
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Experience with Corrigo or similar work order management systems
Knowledge of reprographic equipment operations
Previous experience in client-facing roles
Experience supporting multiple locations or campus environments
Experience with shipping, receiving, or logistics operations
Experience identifying and implementing operational efficiencies

Responsibilities

Receive, process, and distribute all incoming USPS and overnight courier mail/parcels on the same day of receipt
Process and coordinate outgoing shipments through multiple carriers (FedEx, UPS, USPS, DHL)
Serve as primary liaison with all mail support service vendors and courier services
Sort and distribute incoming mail efficiently while resolving issues with incorrect or returned mail
Collect outgoing mail from designated stops, apply correct postage, and arrange for pickup
Weigh mail to determine accurate postage requirements and ensure cost-effective shipping
Reconcile and maintain accurate records of all incoming and outgoing mail and packages
Track daily workflow through detailed logging and submit weekly volume reports to Facility Manager
Proactively develop and maintain strong client relationships while providing exceptional service
Ensure all service levels meet or exceed established Key Performance Indicators (KPIs)
Serve as primary point of contact for receiving, dispatching, and tracking work requests to technical staff and vendors
Support day-to-day mail service delivery across campus-wide sites in accordance with established policies and procedures
Identify opportunities for operational improvements and cost efficiencies with recommendations to management
Request funding for postage and ensure adequate inventory of mail supplies
Assist with operational audits to ensure data integrity across all mail systems
Support operational reporting and purchasing activities as needed
Continuously seek opportunities to reduce costs while improving operational standards
Maintain compliance with all client contract requirements and internal procedures
Travel to other sites to provide assistance when needed
Assist with daily facilities operations as required
Work with Lead to update and maintain internal procedures for site-specific tasks
Perform other duties and tasks as assigned