Distribution Services and Mailroom Coordinator

2 weeks ago

Toronto, Canada BGIS Full time

Who We Are

SUMMARY

The Distribution Services and Mailroom Coordinator is responsible for receiving, distributing and shipping mails and packages.

KEY DUTIES & RESPONSIBILITIES

Shipping and Receiving
- Receives, sorts and distributes incoming mail/courier envelopes, packages and boxes.
- Prepares, determines method of shipment and ships outgoing mail and packages. Weighs outgoing mail and applies appropriate postage and prepares shipping documentations.
- Receives and dispatches materials such as general supplies, inventory, office products, chemicals and other hazardous materials through the site receiving dock.
- Provides receiving dock door access and first level of security to scrutinize and verify that all deliveries are scheduled and authorized and final level of security to ensure authorized removal of materials.
- Processes and distributes materials received through the site dock on a timely basis.
- Maintains safe, clean, organized, and secure general storage and receiving dock areas ensuring effective use of space and proper material storage.

Mailroom/Delivery/Office Support
- Delivers office supplies received from supplier and makes returns as requested.
- Delivers courier packages, letters and other items to tenants.
- Ensures the mailroom is maintained in an organized manner.
- Monitors the inventory of supplies and liaises with the Office Services Administrator to provide supply order requirements.
- Liaises with the Office Services Administrator, courier, and shipping service providers to coordinate and arrange pick-up and delivery of materials.
- Identifies and escalates discrepancies, irregularities and delivery failures to the manager for resolution.

Documentation
- Maintains records of incoming and outgoing packages and from waste and recycling collection.
- Maintains records for all incoming and outgoing mail and packages.
- Maintains comprehensive and accurate records of all loading dock activities including preparing reports and logs to verify and track inventory.

Safety
- Checks the technical condition of the equipment prior operation.
- In the event of accident, informs immediately manager according to Company procedure.
- Follows Company procedures to ensure safe environment, personal safety and safety of others.
- Wears appropriate PPE to ensure safety on the dock. (Safety shoes)
- Ensures all activities are performed in accordance with BGIS policy and procedures, customer / employee confidentiality requirements, and applicable regulations.

Communication / Training
- Communicates effectively to all stake holders.
- Participates in mandatory training as required.
- Cross trained to cover at multiple sites as required.

Continuous Improvement
- Provides input into the continuous improvement of processes and procedures related to the role.

KNOWLEDGE & SKILLS
- High school plus up to 1 year demonstrated clerical/ mailroom work experience.
- Ability to process volumes of mail and packages timely and accurately.
- Ability to perform manual physical labor - walking, sorting, etc. - for a sustained period of time.
- Ability to lift heavy packages up to 50 lbs.
- Ability to operate mailroom equipment.
- Basic computer proficiency to maintain records of incoming and outgoing mails and packages.

Licenses and/or Professional Accreditation
- None required.

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