Mailroom Manager jobs in Florida

ABOUT US

Join us in making a career in Independent Living Systems, an industry leader in managing home and community-based programs for over 20 years. Independent Living Systems, LLC and its subsidiaries offer a comprehensive range of clinical and third-party administrative services to managed care organizations and providers that serve high-cost, complex member populations in the Medicare, Medicaid, and Dual-Eligible Market. ILS provides tailored integrated solutions aimed at improving health outcomes while rebalancing costs, addressing social determinants of health and connecting members with community-based resources.

Position Summary

The Manager, Fulfillment/Mailroom, is responsible for the efficient execution of all Support functions. The Manager ensures accuracy, timeliness, and quality of all client mailings and distributions.

Essential Functions 

1. Schedules and coordinates mail delivery and pickups with couriers, postal service, and other vendors
2. Maintains an up-to-date inventory of mailing and shipping supplies, and orders new supplies as needed
3. Trains new employees on mailroom procedures and policies
4. Processes incoming and outgoing mail, including sorting, labeling, and distributing mail to the appropriate recipients
5. Prepares packages for shipment, including calculating postage, addressing, and wrapping packages
6. Keeps accurate records of all mail and packages sent and received
7. Implements quality protocols/metrics and performs regular quality audits in collaboration with the Quality Department
8. Tracks errors and resolution for continuous process improvement
9. Handles inquiries and complaints in a professional and courteous manner
10. Investigates and resolves any issues or problems
11. Develops and implements strategies to improve efficiency
12. Performs regular maintenance on equipment and/or schedules maintenance with vendors, as applicable
13. Adheres to all safety regulations when handling mail and packages
14. Forms strategic partnerships with all ILS vendors, establish metrics and participate in negotiations. Keeps vendors informed on changes in process, and in explaining company’s expectations and standards.  Monitors factors such as delivery reliability, quality and accuracy of estimates and invoices.
15. Conducts interviews and hiring of direct reports. Completes a ninety-day introductory and annual performance evaluation of each direct report. 
16. Facilitates professional growth and improved proficiency of staff who are direct and indirect reports through mentoring and training (on departmental processes and quality standards) 
17. Conducts ongoing performance management of each direct report; establishes performance goals; and measures performance and quality against goals
18. Oversees the team, ensuring that tasks are carried out in a timely manner and that members of staff are fulfilling their role within the department 
19. Ensures health and safety practices are in place and the work area is kept tidy to avoid accidents
20. Reports regularly to management on departmental metrics
21. Manages payroll and timecards for all direct and indirect reports
22. Other duties as assigned

Education and Experience

• High school diploma or equivalent, required
• Associates degree, or equivalent experience, preferred
• Proven experience in a mailroom, fulfillment, or similar environment
• Excellent organizational skills and attention to detail
• Ability to document processes and policies
• Ability to lift heavy packages and boxes (up to 50 lbs.)
• Familiarity with standard office equipment, including computers, printers, and scanners
• Familiarity with standard fulfillment equipment, including large volume printers, inserters, and postage machines
• Strong customer service orientation
• Excellent written, verbal communication skills required

Required Skills

• Working knowledge of MS Access/Excel/Word
• Experience managing a team of employees
• Budget development and management experience
• Familiarity with postal regulations and shipping procedures 

EEO STATEMENT 

In compliance with the Drug-Free Workplace Act of 1988, Independent Living Systems has a longstanding commitment to provide a safe, quality-oriented, and productive work environment. Alcohol and drug abuse pose a threat to the health and safety of ILS employees and to the security of the company's equipment and facilities. For these reasons, ILS is committed to the elimination of drug and alcohol use and abuse in the workplace. Independent Living Systems, LLC, and its subsidiaries, including FCC, provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, disability, ancestry, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.