The Doctors Company has an opportunity for a Mailroom Coordinator to join our team, located at our headquarters in Napa, CA.

Position Mission

As part of the Administrative Services team, the Mailroom Coordinator will support our mailroom operations.  You will operate the Headquarters mailroom with immediate supervision and follow standard procedures to accomplish assigned tasks. 

Qualifications: 

• High school graduate or equivalent combination of education and experience required.
• Three (3) to five (5) years of experience with operating a mailroom.
• Three (3) to five (5) years of experience in a work environment providing customer service.
• Three (3) to five (5) years of experience working with document imaging.
• Ability to safely lift, carry, and move packages and materials weighing up to 40 pounds.

Responsibilities:

Mail Operations 

• Responsible for delivery of general mail, shipments, and interoffice mail; Adhere to mailroom guidelines including US Postal rates and regulations
• Prepare outgoing mail and shipments by packaging, sorting, weighing, and stamping
• Assist in keeping records of postage due and chargebacks for mail and shipments
• Operate and maintain full range of mailroom equipment, including postage meter, scale, inserter, and imaging equipment
• Maintain PO permits, BRM accounts, postage accounts, and certified mail fees for all locations

Customer Service

• Maintain professional and effective working relationships with employees at all levels of the organization
• Maintain professional and effective relationships with vendors and external customers.

Vendor Relations

• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement
• Maintain interaction between vendors and internal stakeholders to provide adequate communication

Document Scanning 

• Sort, prep, and scan paper documents
• Follow retention guidelines for destruction of paper documents

Learning, Development & Compliance

• Maintain full compliance with all organizational policies, procedures, and established standards (e.g. accurately recording time worked, Submitting PTO, mandatory corporate training)
• Keep technical knowledge and skills current to effectively support department priorities.
• Complete all performance and development activities including the performance review process in a timely manner.
• Fulfill all required training and development obligations to maintain essential skills and credentials.
• Complete all mandatory compliance courses on time, meeting corporate training standards.
• Pursue additional learning opportunities that strengthen professional capabilities and contribute to team and organizational performance, with prior manager approval.

Other Duties as Assigned 

• Support enterprise and departmental objectives by taking on assigned projects and delegated tasks with accountability, attention to detail, and timely execution.

• Identify and implement process improvements that enhance business efficiency and strengthen organizational effectiveness.

• Proactively provide regular updates to leadership on project status, deliverables, and outcomes.

• Maintain flexibility and agility to take on additional responsibilities as organizational needs evolve

Salary Range: $41,094 - 53,935