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Mailroom and Facility Specialist

7 months ago

Mississauga, Canada IST Management Services Full time

Overview:
**About Us**

IST Management is a business process outsourcing company. We have over 1,800 employees and have been in business for over 25 years with operations in over 38 cities across the U.S. We provide a range of services geared toward litigation and corporate office support including e-Discovery services such as processing, hosting, court reporting, collections/forensics, managed review, and managed services. IST Management is a Relativity Certified Provider. We also provide a full range of facilities management and office services.

We’ve been recognized as one of the fastest-growing companies in the U.S. as a winner of the Nation’s Best & Brightest Companies to Work For, as well as the HR Professional Excellence Award from the Society for Human Resource Management. We are proud to belong to the Military Spouse Employment Partnership through our nation’s Department of Defense and have committed to Hiring Our Heroes’ mission to hire 100,000 active and former service members in 2021. IST Management has also been included in the INC 5000 list

**Compensation**: Direct hire, salaried position, $35,000.00-37,000.00 CAD per year (DOE)

**Schedule**:Monday-Friday, 8am-5pm (weekends upon request)

**Responsibilities**:
**Incoming Mail Procedures**:

- Deliver all properly addressed Canada post pieces to recipients’ mail slots in the mailroom. Utilizing IST’s Voice Recognition system each piece of mail will be tracked, counted and recorded for monthly reporting requirements
- Mail pick-up/delivery two times per day
- Receive and manifest in preparation for delivery of item, each item will require a signature. Utilizing IST’s package tracking system, Employees will ensure electronic signatures are captured. If recipient is unavailable to sign the package will be held in the mailroom
- Inbound accountable mail will be received, logged and sorted for preparation of delivery. It will be delivered no later than the next mail run after received by the mail center
- IST will be responsible for “look up mail” (i.e. difficult to ID, no name, past employee, invalid department, misaddressed). Employees will identify the recipient and location via Outlook and forward to appropriate location or return to sender, if not applicable. Mail will be delivered no later than the same day it is received in the mail center
- Generically addressed mail will be opened by management, read, identified, and delivered the following business day
- Catalogs, magazines, newspapers and similar “standard mail” will be discarded
- Construct and maintain employee database with location, name and status
- Deliver all properly addressed company mail envelopes to recipients’ mail stop no later than next scheduled service run. Internal mail received by the next mail run will be delivered to the department or addressee on the first run of the next business day

**Outgoing Mail Procedures**:

- IST will be responsible for weighing, metering and capturing postage cost by using client's existing accounting system and prepare outbound material for delivery to Canada post
- Manifest via existing accounting system and prepare accountable mail for delivery to the Canada post. Same day processing of all mail will be received by designated cut off time
- Weigh, log, and capture shipping costs and prepare for overnight vendor’s pick-up, same day processing of all items received at least one hour prior to scheduled vendor pick-up time
- IST will manage the storage and replenishment of postal funds to postage meters

**Additional Responsibilities Include**:

- Collect quantity data on mail volumes to measure and evaluate services
- Maintain incoming/outgoing mail
- Maintain certified mail logs
- Maintain customer discrepancy log and provide written feedback including action steps for remedy
- Maintain active customer contact logs
- Maintain all run logs with time and initial verification
- Maintain equipment service logs
- Report postage activity
- Report costs for postage and accounting chargebacks. Perform Monthly Close Out
- Order office supplies
- Assist in Facilities Maintenance and repairs such as painting, moving heavy furniture, repairing door locks, replacing light bulbs, use of hand tools
- ** Back-Up reception duties as required**:

- Have a strong dedication to provide quality customer service in a prompt and courteous manner
- Have a friendly attitude and demeanor
- Will have strong organizational skills with attention to detail
- Excellent verbal communication skills
- Provide reports on volume of calls and other services that are performed
- Receive external and internal calls, transferring to the correct locations
- Greet clients and notifying personnel of their arrival
- Consistently maintain the reception area in a highly organized and presentable manner
- Maintain strong written and verbal communication skills
- Manage IST Space Planning software and data
- Maintain Security System including access badge ac