Expires soon Jll

Mail Room Supervisor

  • San Francisco (City and County of San Francisco)
  • Marketing

Job description



Team Supervisor

·  Demonstrate leadership, responsiveness and creativity as you oversee the operation, staffing, performance and development of the mailroom services team
·  Track individual and team performance to ensure compliance with all KPIs
·  Lead and enhance your direct reports’ motivation, engagement, training, and personal development
·  Coordinate annual performance process for the entire JLL team
·  Provide the lead role for the JLL team in monitoring and increasing customer satisfaction
·  Supervise the mailroom staff, creating schedules, holding team to Key Performance Indicators and over all service in the mailroom.
·  Participate and manage staff in the individual performance management program and personal development planning.
·  Supervise and support the day to day delivery of mail services on site in accordance with all agreed policies, procedures.
·  Actively support and supervise an environment of teamwork, co-operation, performance excellence and personal success.

Shipping Operations

·  Daily processing and sorting, pickup and delivery of all inbound and outbound courier and mail.
·  Reconcile and account for all incoming and outgoing mail and packages.
·  Act as the direct liaison with all mail support service vendors (i.e. postage vendors, FedEx, UPS, DHL, etc.)
·  Process and handle all incoming and outgoing mail, ensuring proper routing and labeling.
·  Scan incoming deliveries from FedEx, UPS, USPS, DHL, FedEx Ground/Home, and any other deliveries.
·  Maintain logs for incoming mail from vendors, mail delivery to customers, and all packages.
·  Screen unclassified mail and determine appropriate distribution.
·  Handle all special request mail responsibilities, such as UPS, Federal Express, and courier service.
·  Support clients with international outbound shipments, paying close attention to international requirements as outlined in the account SOPS
·  Research and follow-up with clients regarding tracking mail and/or packages.
·  Provide solutions to problems associated with special requirements such as bulk mail and other special needs.

Mailroom Operations

·  Maintain Client Specific Responsibilities such as audit perks and other services, handling swag, managing vendors, and parking registration, handling events/ops, IT returns and leaver process.
·  Maintain Client Parking which includes, waiting lists, working with the city, organizing and maintaining all requests.
·  Act in accordance with all agreed policies, procedures and contract scope.
·  Be able to work in a CMMS system to collect all requests and send to correct people. 
·  Any other activities to support JLL and/or site operations, including, but not limited to: moves/reconfigurations, events, safety or sustainability practices
·  Verify and reconcile computer-produced reports and records.
·  Perform mailroom inspections and inventory supplies.
·  Act in accordance with all agreed policies, procedures and contract scope.
·  Acts as primary backup for all mailroom staff as necessary for vacation, absences, lunch, training, breaks etc.

Client Relationship

·  Proactively develop and maintain client relationships and provide exceptional service as reflected by client feedback ensuring that expected service levels are achieved.
·  Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.
·  Support the day to day delivery of mail services on site in accordance with all agreed policies and procedures.
·  Identify opportunities for improved operational standards to drive efficiencies (process and cost) and make recommendations to the assistant/facility manager for consideration.
·  Deliver an exceptional quality of service, as reflected by client feedback.

Financial Management

·  Assist with audits to ensure data integrity of all mail systems across the area.
·  Assist with operational reporting and purchasing as necessary.
·  Seek ways to constantly reduce costs and improve operational standards.
·  Identify opportunities for improved operation to drive efficiencies (process and cost) and make recommendations to the Area/Site Manager for consideration.
·  Ensure compliance within delegated financial and contractual authorities.

Required Knowledge, Skills, and Abilities:

·  High School degree or equivalent
·  Four years warehouse or mailroom experience is preferred. Two years of supervisory experience is strongly preferred.
·  Excellent computer skills, specifically word processing and database entry and knowledge of fax and scanning machines
·  Experience in a supervisory role and able to delegate tasks
·  Ability to multitask and work without direct supervision
·  Pays attention to details. Makes a conscious effort look beyond effects to discover and understand root causes
·  Capacity to deal with ambiguity and solve complex problems effectively
·  Computer proficiency with MS Office and Computerized Maintenance Management Systems (CMMS)
·  Working in a fast-paced environment
·  Excellent interpersonal, communication, organizational and management skills
·  Excellent verbal and written communication skills
·  Excellent administrative, organizational, and problem-solving skills
·  Proficiency in a range of information technology tools and platforms. 
·  Excellent communication skills in English, both written and oral
·  Superior customer service skills, and ability to maintain professionalism at all times under stressful situations.
·  Ability to plan and manage work under time constraints and multitask and work without direct supervision.

What you can expect from us:

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jl..com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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