The Mailroom Coordinator is responsible for the efficient daily operation of the corporate mailroom, ensuring timely distribution of incoming and outgoing mail and packages. This role oversees internal copy services, assists with conference room and event setups, and trains new hires in mailroom procedures. The position plays a key role in maintaining smooth day-to-day office operations of the mailroom and delivering exceptional service to associates.
Expected Contributions
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Receive, sort, and distribute incoming mail and packages in a timely manner.
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Prepare and process outgoing mail, overnight shipments, and courier services (FedEx, UPS, USPS, etc.).
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Ensures mail and package delivery timelines are met in accordance with internal service level expectations
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Maintains accurate tracking logs for certified, registered, and accountable mail.
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Coordinates with shipping vendors to resolve delivery issues and schedule pickups.
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Maintains mailroom equipment and arrange service as needed.
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Monitors and order mailroom supplies (envelopes, boxes, labels, postage, etc.).
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Ensures compliance with company security procedures and mail handling policies.
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Provides internal copy and print services, including preparation of presentation books and special print projects.
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Coordinates with Canon for copier maintenance, service calls, and repairs as needed.
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Tracks copy/print usage and process departmental chargebacks as required for copy services.
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Partners with Facilities, IT, and business teams to support office operations, events, and special projects including but not limited to conference room setups, breakdowns, relocation of furniture, and event assistance.
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Trains new mailroom team members on procedures, safety guidelines, and company standards.
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Maintain a clean, organized, and secure mailroom and event storage environment.
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Exercises independent judgment to prioritize mailroom operations, resolve routine service issues, and escalate complex matters as appropriate.
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Identifies opportunities to improve mailroom, shipping, and copy/print processes to enhance efficiency, accuracy, and service quality.
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Ensures compliance with company security standards, privacy requirements, and mail handling regulations, including sensitive and confidential materials.
Education
- High school diploma or GED required
Experience
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1–3 years of experience in mailroom, shipping/receiving, office operations, copy/print services, or facilities support preferred.
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Experience assisting with meeting or event setups preferred.
Physical & Environmental Requirements
The physical demands described below are representative of those an associate must be able to perform successfully, with or without reasonable accommodation, to perform the essential functions of this job.
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Frequently stand, walk, bend, stoop, kneel, crouch, twist, and reach.
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Must be able to follow established procedures for the safe operation of tools, equipment, and machinery.
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Operates standard office equipment such as computer, fax, photocopier, calculator, scales, postage meter and electronic peripherals.
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Ability to move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance.
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May frequently or constantly exert up to 20 pounds of force, frequently exert up to 50 pounds of force, and occasionally exert up to 100 pounds of force using team lifts or mechanical aids as needed.
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Must be able to travel between sites and operate a company vehicle as needed.
Skills and Attributes
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Familiarity with shipping platforms (FedEx, UPS, USPS, etc.).
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Strong organizational and time management skills.
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Proficient in Microsoft Office (Outlook, Excel).
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Ability to train and mentor new team members.
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Ability to troubleshoot and resolve issues using sound judgment.
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Ability to communicate clearly and effectively.
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Customer-focused mindset with the ability to work well on a team.
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Strong organizational skills with the ability to manage multiple tasks.
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Demonstrates professionalism and teamwork.
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Takes ownership of work and contributes improvement ideas.
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Valid driver’s license with a clean driving record.
Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.
