Mail Services Coordinator

Job Title

Mail Services Coordinator

Job Description Summary

The Mail Services Coordinator ensures the efficient and accurate handling of all incoming and outgoing mail and packages for the Exton and Eagleview offices. This role supports daily mail operations, maintains mailroom equipment and supplies, coordinates interoffice distribution, and provides high-quality internal customer service. The position also serves as backup support to the Receptionist, Facilities Coordinator, and Dock Master as needed.

Job Description

SKILLS & COMPETENCIES

- Excellent written and verbal communication skills

- Strong organizational skills and exceptional attention to detail

- Ability to work independently in a fast-paced environment

- Professional and customer-service-oriented demeanor

- Ability to build and maintain productive working relationships with staff, management, and vendors

- Flexibility and adaptability to changing operational needs

EDUCATION & EXPERIENCE

- High school diploma or GED

- 1 year of clerical or mailroom experience preferred

- Familiarity with standard mailroom processes and equipment

- Ability to troubleshoot minor equipment issues and work with vendors on maintenance needs

- Proficiency with Microsoft Office

- Valid PA driver’s license and reliable transportation

- Strong punctuality and reliability

PHYSICAL REQUIREMENTS

- Ability to sit, stand, walk, or move for extended periods

- Ability to use computer equipment for prolonged periods

- Ability to communicate clearly on the telephone

- Ability to lift up to 40 lbs

- Consistent, reliable attendance

PRIMARY RESPONSIBILITIES

Mail Processing & Distribution

- Sort and distribute incoming mail and packages by department and individuals.

- Maintain updated employee mail-bin assignments for Exton and Eagleview offices.

- Conduct twice-daily internal mail deliveries & pick-ups at 9:30 a.m. and 2:30 p.m. to all copy centers.

- Process interoffice mail for West Pharmaceutical Services’ domestic and international locations.

- Scan and submit all USPS-received invoices daily to the Accounts Payable department.

- Uphold safety standards, confidentiality requirements, and excellent customer service always.

- Prepare and process outgoing UPS shipments for employees.

- Maintain accurate shipment documentation, including tracking numbers; provide details upon request.

- Coordinate FedEx pickups upon request.

Equipment & Inventory Management

- Troubleshoot and maintain mailroom equipment including postage meter, UPS workstation, folder/sealers, postage scales, and related machinery.

- Monitor inventory and reorder mailroom supplies as needed.

- Maintain a supply of postage stamps available for employee purchase.

Reporting & Financial Responsibilities

- Prepare weekly and monthly reports for personal mail and UPS shipments; collect and reconcile related payments.

- Prepare and submit weekly petty cash reports to the Finance department.

Reception & Facilities Support

- Serve as backup for:

  - Receptionist

  - Facilities Coordinator

  - Dock Master

- Perform local errands as needed (post office, Eagleview office, etc.).

Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work. In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

The compensation that will be offered to the successful candidate will depend on factors such as whether the position is covered by a collective bargaining agreement, the geographic area in which the work will be performed, market pay rates in that area, and the candidate’s experience and qualifications.

The company will not pay less than minimum wage for this role.

The compensation for the position is: $21.25 - $25.00

Cushman & Wakefield is an Equal Opportunity employer to all protected groups, including protected veterans and individuals with disabilities. Discrimination of any type will not be tolerated.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, please call the ADA line at 1-888-365-5406 or email HRServices@cushwake.com. Please refer to the job title and job location when you contact us.

INCO: “Cushman & Wakefield”