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Mail Services Coordinator

Mail Services Coordinator

JLLIndianapolis, IN, US
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Mail Services Coordinator

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Compensation : $20 - $22 / hour (based on experience) Schedule : Monday - Friday, 7 : 00 AM - 3 : 30 PM (Onsite)

Position Overview

The Mail Services Coordinator is responsible for managing comprehensive mail room operations and serving as the primary liaison for all mail and courier services. This role ensures efficient processing, distribution, and tracking of all incoming and outgoing mail and packages while maintaining exceptional client service standards. The position requires daily use of personal vehicle for postal runs with mileage reimbursement provided.

Mail Room Operations

  • Receive, process, and distribute all incoming USPS and overnight courier mail / parcels on the same day of receipt
  • Process and coordinate outgoing shipments through multiple carriers (FedEx, UPS, USPS, DHL)
  • Serve as primary liaison with all mail support service vendors and courier services
  • Sort and distribute incoming mail efficiently while resolving issues with incorrect or returned mail
  • Collect outgoing mail from designated stops, apply correct postage, and arrange for pickup
  • Weigh mail to determine accurate postage requirements and ensure cost-effective shipping
  • Reconcile and maintain accurate records of all incoming and outgoing mail and packages
  • Track daily workflow through detailed logging and submit weekly volume reports to Facility Manager

Client Relations & Service Delivery

  • Proactively develop and maintain strong client relationships while providing exceptional service
  • Ensure all service levels meet or exceed established Key Performance Indicators (KPIs)
  • Serve as primary point of contact for receiving, dispatching, and tracking work requests to technical staff and vendors
  • Support day-to-day mail service delivery across campus-wide sites in accordance with established policies and procedures
  • Identify opportunities for operational improvements and cost efficiencies with recommendations to management

    • Administrative & Financial Support

  • Request funding for postage and ensure adequate inventory of mail supplies
  • Assist with operational audits to ensure data integrity across all mail systems
  • Support operational reporting and purchasing activities as needed
  • Continuously seek opportunities to reduce costs while improving operational standards
  • Maintain compliance with all client contract requirements and internal procedures

    • Additional Responsibilities

  • Travel to other sites to provide assistance when needed
  • Assist with daily facilities operations as required
  • Work with Lead to update and maintain internal procedures for site-specific tasks
  • Perform other duties and tasks as assigned

    • Required Skills & Qualifications

  • Education : High school diploma or equivalent
  • Experience : 1-2 years of related mail room or logistics experience
  • Reliability : Demonstrated professional reliability and strong work ethic
  • Organization : Self-motivated with excellent organizational and time management skills
  • Attention to Detail : High level of accuracy in processing and record-keeping
  • Physical Requirements :
  • Ability to remain on feet for extended periods
  • Regularly lift, move, and carry up to 10 pounds
  • Frequently lift, move, and carry up to 25 pounds
  • Occasionally lift, move, and carry up to 50 pounds
  • Manual Dexterity : Ability to work quickly and accurately with hands; good hand-eye coordination
  • Transportation : Personal vehicle required for daily postal runs (mileage reimbursement provided)

    • Preferred Skills & Qualifications

  • Software Knowledge : Experience with Corrigo or similar work order management systems
  • Equipment Experience : Knowledge of reprographic equipment operations
  • Customer Service : Previous experience in client-facing roles
  • Multi-site Experience : Experience supporting multiple locations or campus environments
  • Logistics Background : Experience with shipping, receiving, or logistics operations
  • Process Improvement : Experience identifying and implementing operational efficiencies

    • On-site Indianapolis, IN

    If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!

    Personalized benefits that support personal well-being and growth : JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include :

  • 401(k) plan with matching company contributions
  • Comprehensive Medical, Dental & Vision Care
  • Paid parental leave at 100% of salary
  • Paid Time Off and Company Holidays
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