Mailroom Clerk

The Mailroom Clerk is responsible for the efficient handling and distribution of incoming and outgoing mails and packages within the company. This role focuses on ensuring mail and packages are delivered on time, keeping accurate records, and offering support to both internal and external partners.

• Prior experience in a mailroom, office support, or similar role is preferred but not required

• High school diploma or equivalent required.

• Strong organizational skills and attention to detail.

• Basic computer proficiency, including familiarity with Microsoft office software.

• Excellent communication and interpersonal abilities.

• Receiving Mail and Packages

• Accept incoming mails and packages from postal services, couriers and other delivery agents.

• Compare the mails against delivery receipt to ensure they are labelled correctly.

• Sort incoming mail and packages for delivery to the appropriate building.

• Maintain a clean and orderly mailroom to facilitate smooth operations.

• Maintain accurate records of all incoming and outgoing mail/packages. Record details such as sender, recipient, courier, date and time received.

• Ensure that logs for sensitive or high-priority mail are maintained.

• Distribute all items to relevant service points or specified locations.

• Inform recipient that the mail/package is available for pick up.

• Monitor and replenish mailroom supplies, such as envelopes, labels, and postage.

• Notify relevant stakeholders of any service delivery issue affecting agreed Service Levels or KPIs.

• Processing Outgoing Mail

• Gather and sort outgoing mail and parcels according to courier or location.

• Schedule pickup with courier services if needed or establish drop-off locations (e.g., reception area or security office).

• Check and confirm items for dispatch are packaged correctly in order to minimize the risk of damage in transit.

• Security and Compliance:

• Adhere to company policies and regulations regarding mail handling.

• Restrict unauthorized access to the mailroom and sensitive mail.

• Equipment Operation and Maintenance:

• Power on x-ray device once per week as per manufacturers’ requirements.

• Perform routine checks and report any malfunctions to the IFM Manager for escalation.