Description:
The Deputy On-Site Manager supports the overall direction and day-to-day execution of a large, multi-location mail processing and distribution program. This position assists with operations supporting a central mail facility, satellite mailrooms, and approximately 1,300 delivery points across roughly 110 buildings, within an environment processing approximately 2.5 million incoming and outgoing mail and parcel items annually, in addition to more than 750,000 pieces of internal mail and publications.
As the second-ranking leader on the project, the Deputy On-Site Manager helps direct staffing, workflow, mailroom production, delivery routes, quality control, reporting, safety, and continuity of operations. The role provides hands-on supervision to mail clerks and drivers, monitors daily performance, resolves operational issues, supports customer communication, and assumes full management responsibility whenever the On-Site Manager is unavailable.
Key Responsibilities:
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Support the On-Site Manager in leading and coordinating all daily mail processing and distribution operations.
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Assume full operational authority during the absence of the On-Site Manager and ensure uninterrupted management coverage.
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Assist in ensuring the central mail facility and all satellite mailrooms remain adequately staffed, fully operational, and compliant with established service requirements.
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Direct and monitor the receipt, inspection, screening, counting, sorting, processing, preparation, dispatch, pickup, and delivery of incoming, outgoing, interoffice, accountable, postal, and commercial carrier mail and parcels.
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Help manage daily staffing assignments, workload distribution, route coverage, and resource allocation in response to fluctuating volumes, high-demand periods, and operational disruptions.
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Coordinate substitute coverage for absent mail production staff, drivers, and supervisory personnel within established response timeframes.
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Oversee daily pickup and delivery routes, ensuring schedules, service windows, handling procedures, and customer requirements are consistently met.
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Monitor mailroom and delivery performance, identify workflow delays or service issues, and take prompt corrective action.
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Support continuity of operations during staffing shortages, vehicle problems, equipment issues, inclement weather, or other service disruptions.
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Serve as an alternate operational point of contact for the customer and respond professionally to questions, service requests, complaints, and emerging needs.
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Maintain effective working relationships with customer representatives, facility contacts, employees, and other operational stakeholders.
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Assist with implementation and maintenance of the Quality Assurance and Control Plan, including routine quality reviews and individual sorter and driver accountability.
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Review operational data and help prepare accurate and timely production, mail volume, parcel activity, quality assurance, and performance reports.
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Monitor employee performance, conduct, customer service, safety, security, housekeeping, identification requirements, and training completion.
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Supervise, coach, and train mail clerks, drivers, and other operational personnel, providing guidance and performance feedback.
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Enforce applicable postal procedures, organizational policies, safety requirements, security practices, and established operating standards.
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Support onboarding and phase-in activities, including staff readiness, access credentials, vehicle availability, training, and operational procedure implementation.
Requirements:
- At least three years of hands-on experience in mail center, postal, distribution, logistics, or a closely related operational environment.
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At least three years of supervisory or management experience leading frontline employees in a high-volume, deadline-driven setting.
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Demonstrated knowledge of mail processing, sorting, accountable mail, parcel handling, delivery routes, and daily production workflows.
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Experience supervising mail clerks, drivers, or similar operational personnel.
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Ability to manage staffing assignments, workload balancing, employee coverage, and day-to-day continuity of operations.
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Working knowledge of postal regulations, mail handling procedures, safety practices, security requirements, and quality control processes.
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Ability to identify operational problems, respond to service disruptions, and implement corrective actions.
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Strong communication and interpersonal skills, including the ability to interact professionally with customers, employees, and management.
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Experience preparing or reviewing operational reports, production data, quality documentation, and performance metrics.
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Ability to assume full site management responsibility when the senior manager is unavailable.
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Ability to work on-site in Gaithersburg, MD daily throughout established operating hours and support additional hours when necessary to maintain service continuity.
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Ability to successfully complete required background screening, identity verification, access credentialing, and security training.
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Proficiency with standard office software, electronic tracking systems, and mail or parcel management applications.
Preferred Qualifications:
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Experience supporting centralized mail operations across multiple facilities, delivery routes, or a large institutional campus.
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Experience with high-volume postal, commercial carrier, accountable, interoffice, and publication distribution services.
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Familiarity with quality assurance reviews, route accountability, performance monitoring, and continuous improvement practices.
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Experience supporting delivery vehicle operations, route planning, or fleet continuity.
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Previous experience serving as an assistant manager, shift manager, operations supervisor, or acting site manager in a mail, logistics, or distribution environment.
HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, veteran status, or any other protected status under applicable law.
If you require a reasonable accommodation during the application process, please contact us at [email protected].
HeiTech Services may utilize technology-assisted tools, including artificial intelligence, to support the review of application materials. These tools are used to enhance efficiency; however, all hiring decisions are made by human reviewers in accordance with federal hiring guidelines.
