Job Description

Job Summary

Responsible for receiving, sorting and scanning incoming mail and/or packages to distribute to departments or individuals. Responsible for collecting and metering outgoing mail and/or packages and delivering them to the respective drop-off box in the building. Other responsibilities include general administrative duties such as stocking copier paper and setting up meeting rooms as needed.

Key Responsibilities

Mail Organization

• Sort and collate mail in a timely manner as some documents may be time sensitive
• All bankruptcy letters must be stamped and delivered same day to the litigation team on the 4th floor
• Under no circumstances should mail addressed private and confidential be opened
• Dispose of junk mail
• Sort mail, such as returned letters, adjustments, bills, orders and payments
• Resolve issues with incorrect, returned mail
• Receive outgoing mail and apply correct postage (no personal mail)
• Arrange for pickup of outgoing mail
• Fold letters, circulars or other documents and insert into envelopes for distribution
• Record registered mail
• Open and scan contracts and upload to client’s electronic filing system. Should documentation include checks, those checks should be turned over to the appropriate BMO Harris personnel for handling/processing.
• All regular mail must be picked up from stations periodically throughout the day. All items picked up prior to noon, must be stamped and placed in the mail bin on the lower level to ensure that the mail is going out timely.
• All mail is to be opened only within the secure mailroom.

Mail Distribution

• Place mail in proper piles for distribution
• Process outgoing shipments (Fed-Ex, UPS, DHL and USPS)
• Weigh mail to determine correct postage
• Place mail in bins and deliver individuals or to their mail slots
• Personal and Confidential mail must be delivered same day unopened

Office Assistance

• Perform hospitality services and minor housekeeping items
• Ensure office is adequately stocked with mail supplies
• Stock copy rooms and printing devices
• Provide support for small office moves
• Set up and tear down conference rooms
• Mailroom Clerk will monitor supplies in both mailroom and copy room areas and advise appropriate client personnel of items and quantity to be ordered

Additional Responsibilities Include

• Any and all other duties and tasks requested should be sent to reporting manager for review and consideration prior to execution.

Education and Training

• Candidate must have a high school diploma or GED equivalent

Years of Relevant Experience

• 1 - 3 years of previous mailroom experience

Skills and Knowledge

• Excellent communication skills in English, both written and oral
• Excellent computer skills, specifically word processing and database entry and knowledge of fax and scanning machines

Other Ability

• Ability to learn quickly
• Ability to sort the mail in a way to help ease and speed of delivery

Physical work requirements and work conditions

• Must be able to lift a minimum of 50 lbs
• Ability to spend much of the day on his/her feet
• Must be able to work quickly with hands and have good hand/eye coordination

Dress Code

• Candidate will be provided branded polo shirts.

Personal Cellular Devices

• The use of personal cellular devices while on client property should be limited to emergency use only and is strictly prohibited for use of photographing client or any of their files.

Restricted Access

• Due to the nature of the business being conducted, candidates are not allowed to bring non authorized BMO Harris personnel into the mailroom. In addition, candidates are not allowed to grant access anyone other than themselves into the building and/or into the client space.

Reports

• The candidate will have day to day interaction with the key on site client personnel but reports directly to a designated JLL Mailroom Manager.

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