Job Description

Mail Shipping and Receiving Supervisor

Summary: As the Mail Shipping and Receiving Supervisor, you play a pivotal role in the daily operations of our small-site, embodying a beacon of support and guidance for our dedicated team. Your mission includes ensuring seamless facility operations, maintaining profitability, and exceeding customer service expectations. You serve as the primary point of contact for both our valued customers and internal stakeholders, ensuring smooth contract compliance and addressing any concerns with warmth and efficiency.

Roles and Responsibilities:

• Management & Supervision: Leading and managing mailroom, setting clear goals and expectations, providing training, feedback, and performance evaluations. 
• Mail Operations: Overseeing the daily operations of mail and package services, ensuring efficient sorting, handling, distribution, and dispatch of all incoming and outgoing mail and freight. 
• International Shipments: Managing all aspects of international shipping, including creating commercial invoices and other required documentation, coordinating with courier companies, and following up on any shipment issues. 
• Compliance: Ensuring adherence to internal policies, procedures, and relevant regulations, including postal regulations, safety procedures, and international export policies and compliance. 
• Inventory Management: Monitoring inventory levels of mailroom supplies and equipment, processing orders as needed, and managing associated budgets and expenses. 
• Recordkeeping & Documentation: Maintaining accurate records of mail and package deliveries, tracking shipments, and utilizing appropriate software for documentation and tracking purposes. 
• Equipment Management: Overseeing the operation and maintenance of mailroom equipment like postage meters, scanners, and inserters. 
• Problem Solving: Researching and resolving problems related to shipping and receiving, addressing customer inquiries, and handling complaints. 
• Collaboration: Working effectively with other departments and external stakeholders (e.g., shipping companies, courier services, vendors) to ensure seamless communication and smooth operations. 
• Safety & Security: Implementing and enforcing safety procedures and standards in the handling of goods and ensuring the security and confidentiality of sensitive materials.

Skills and Qualifications:  

• Computer Skills: Proficient in Microsoft Office, Word, Excel, PowerPoint.
• Organizational & Time Management Skills: Excellent abilities in prioritizing tasks, managing schedules, and maintaining a well-organized workspace. 
• Communication Skills: Strong verbal and written communication skills to effectively interact with staff, clients, and vendors. 
• Attention to Detail & Accuracy: Meticulous approach to tasks, ensuring accuracy in sorting, documentation, and record-keeping. 
• Tech-Savvy & Software Proficiency: Familiarity with mailroom management software, shipping software (e.g., FedEx Ship, UPS WorldShip), and office productivity tools (e.g., Microsoft Office Suite). 
• Leadership & Team Management: Ability to supervise, motivate, train, and guide a team of mailroom staff. 
• Problem Solving & Critical Thinking: Aptitude for identifying issues, analyzing information, and implementing effective solutions. 
• Customer Service: Commitment to providing excellent service and resolving customer concerns. 

In this role, you will shape the future of our small-site operations and make a meaningful impact on our customers and team alike. If you are ready to embark on a journey of growth and fulfillment, we invite you to apply and become a cornerstone of our success today.

Mission and Vision At Ricoh, we empower individuals to find Fulfillment Through Work by understanding and transforming how people work so we can unleash their potential and creativity to realize a sustainable future. We're empowering digital workplaces, connecting people to information fast and conveniently - and improving communication, efficiency and creativity.

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