Job DescriptionEssential Functions & Responsibilities
Mail Processing & Scanning Operations
- Receive & Sort: Receive, sort, and accurately process high volumes of incoming mail, including letters, packages, faxes, and digital inputs.
- Document Digitization: Operate high-speed document scanners, grinders, and associated software platforms (including SmartScan) to digitize paper documents, photographs, and other materials.
- Quality Assurance: Ensure strict quality assurance standards are achieved; review materials for errors and resolve RSRS requests or quality review errors received via email.
- Confidentiality: Handle highly confidential and sensitive client materials with the utmost discretion and adhere strictly to company security policies.
Print, Insertion & Outgoing Mail Support
- Material Insertion: Perform manual and machine insertion of printed materials.
- Quality Control: Conduct quality reviews of printed and inserted materials prior to distribution.
- Postage & Courier Duties: Operate postage meter machines. Track, reconcile, and maintain accurate records of postal counts and receipts.
- USPS Logistics: Load, unload, and transport finished products, mail trays, and boxes to the local Post Office.
Inventory & Storage Management
- Inventory Tracking: Monitor, maintain, and log data within on-site storage systems (SmartScan Inventory Module), ensuring accurate records of incoming and outgoing mail volumes.
- Physical Warehouse Care: Store, organize, and retrieve files, boxes, and pallets. Maintain a clean, organized, and safe work area.
- Supply Management: Monitor inventory levels and proactively order necessary production supplies.
Production, Communication & Compliance
- Performance Metrics: Follow and consistently meet Key Performance Expectations (KPEs) and production expectations for the role.
- Time Reporting: Accurately report and bill daily production time.
- Team Collaboration: Maintain effective, positive, and professional working relationships with peers across departments (including print, mail, and data capture).
- Escalation: Proactively communicate operational issues, workload constraints, or risks to client deliverables directly to the Supervisor.
The Operations Production Support role plays a crucial part in ensuring the successful,
accurate, and efficient flow of daily document processing, mailroom, and scanning
operations. This position is responsible for processing incoming mail, operating high-
speed scanning equipment, managing digital and physical inventory, preparing/metering
outgoing mail, and handling courier duties. This role requires excellent attention to
detail, strong organizational skills, and the ability to work effectively in a fast-paced,
production-driven environment while maintaining close coordination with internal teams
and key stakeholders.