Post Room Operative

We currently have an exciting opportunity for a Postroom Operative to work on a client's unique global HQ in central London. The Postroom Operative is responsible for managing the mailroom and providing efficient and timely mail and courier services within the organization. This role requires strong organizational skills, attention to detail, and the ability to handle a high volume of incoming and outgoing mail. The Postroom Operative will interact with employees, external courier services, and other stakeholders, ensuring smooth and reliable delivery of mail and packages.
Work Dynamics: The role of a Postroom Operative typically involves working in a designated mailroom area, often in a separate location from the main office space. The position may require standing for extended periods, lifting and carrying packages, and using mailroom equipment.
The Postroom Operative may work regular business hours, although occasional flexibility may be required to accommodate mailroom deadlines or occasional overtime during peak periods. The role involves regular interaction with employees and external courier services, requiring effective communication skills and a customer service-oriented approach. The Postroom Operative may work under the supervision of the Facilities Manager or Office Manager, who provide guidance and support in mailroom operations., + Mail and Package Handling: Sort and distribute incoming mail and packages to the appropriate departments or individuals within the organization.
+ Mail Dispatch: Prepare outgoing mail (2 x rounds per day) and packages, ensuring proper packaging, accurate addressing, and the use of appropriate postage.
+ Courier Services: Coordinate with external courier services to schedule pickups and deliveries, track shipments, and ensure timely and accurate delivery.
+ Mailroom Equipment: Operate and maintain mailroom equipment, such as postage meters, letter openers, and scanning devices.
+ Communication: Respond to inquiries from employees regarding mail and package deliveries, providing updates and resolving any issues or concerns.
+ Compliance: Adhere to security and confidentiality protocols when handling sensitive or confidential mail and packages.
+ Health and Safety: Ensure compliance with health and safety regulations in the mailroom, including proper handling of hazardous materials, if applicable.
Managing quality of service / Vendors
+ Record Keeping: Updating various systems (DHL, Pitney Bowes etc) and maintaining accurate records of incoming and outgoing mail and packages, including tracking numbers and delivery receipts.
+ Supplies Management: Monitor and manage inventory of mailroom supplies, such as envelopes, postage stamps, packing materials, and stationery.
+ Inventory Management : Maintaining and overseeing stationary stock for the site including ordering and restocking of centralised stationary hubs supporting sustainability initiatives of 're use'.
+ Teamwork admin support : When required due to absence / leave provide Administrative Support: Provide comprehensive administrative support to senior management, including calendar management, scheduling meetings, coordinating travel arrangements, and expense reporting.
+ When required due to absence / leave provide - Act as the first point of contact for end-users and stakeholders to receive and coordinate facility-related service requests, maintenance, and repairs on our helpdesk.
+ Supporting with any other reasonable duties that the UKFM or Account Director may need to support any areas of contract delivery.
+ Process Improvement: Identify opportunities for streamlining mailroom processes and suggest improvements to enhance efficiency and accuracy.
+ Teamwork managing contractors : When required due to absence / leave provide Workplace Services: Coordinate workplace services such as cleaning, waste management, landscaping, and other related services to maintain a clean and functional working environment.
Helpdesk cover
+ When required due to absence / leave provide - Record, prioritize, and monitor incoming requests using a ticketing system, ensuring accurate and complete documentation of requests and updates
+ When required due to absence / leave provide - Liaise with external service providers, vendors, and contractors to schedule and coordinate repairs, maintenance, inspections, and other facility services
+ When required due to absence / leave provide - Provide timely communication and updates to end-users regarding the status of their service requests and ensure their satisfaction with the resolution provided
Ad-hoc/Ongoing
+ Supporting with any other reasonable duties that the UKFM or Account Director may need to support any areas of contract delivery.
+ Process Improvement: Identify opportunities for streamlining mailroom processes and suggest improvements to enhance efficiency and accuracy.

+ High school diploma or equivalent; additional relevant certifications or training are a bonus.
+ Proven experience in mailroom operations or a similar role, demonstrating knowledge of mail handling processes and equipment.
+ Strong organizational and time management skills, with the ability to prioritize tasks effectively.
+ Attention to detail and accuracy, especially when sorting and distributing mail and packages.
+ Excellent communication and customer service skills to interact with employees and external courier services.
+ Proficient in the use of mailroom equipment, such as postage meters, letter openers, scanners, and tracking systems.
+ Familiarity with health and safety regulations related to mailroom operations.
+ Ability to work independently and efficiently in a fast-paced environment.
+ Basic computer skills for record keeping and communication purposes.
+ Physical stamina to handle packages of various sizes and weights.
Other Personal Characteristics
+ Strong communicator - Good presentation skills and possesses strong verbal & written communication skills also an active listener
+ Passion for quality - has an eye for detail to make sure the best delivery of services
+ Self-motivated; confident & energetic
+ Ability to effectively deal with stressful situations
+ Flexible - able to adapt to rapidly changing situations
+ Strongly goal-oriented - able to focus on meeting all performance targets
+ A team player - able to cooperate and work well with others to meet targets
+ Proven ability to initiate and follow through with improvement initiatives
+ Exhibits honesty & trustworthiness
+ Open to new ideas & willing to challenge status quo
#CH