Mailroom Administrator
Location: British Columbia (CA-BC), Surrey
Job Type: Part Time
myWork Options: In-person, Hybrid, Remote\
What’s the Role?
The Mailroom Administrator, Payment Operations is accountable for providing efficient and timely processing of branch, Contact Centre, and Administration offices internal and external mail, term notices, confidential mailings, and business parcels. The individual will provide quality, professional, premium customer service to the branches, Contact Centre, Administration offices and couriers. In the execution of all functions, the incumbent must continually project a professional corporate image and contribute to a positive team atmosphere.
What you’ll get to do
- Ensure accurate sorting of incoming courier bags. Inform management of delays or items not received.
- Prepare the daily courier bags for delivery of internal mail to branches, Contact Centre, and other Departments. Prepare daily outgoing bags for courier pickup.
- Ensure that all interoffice and courier bags are in good working condition and clearly labelled.
- Deliver the mail to the Administration building, ensuring that the daily schedule is met. Pick up and sort outgoing mail.
- Process incoming and outgoing Canada Post mail.
- Ensure that the adequate postage is applied to external letters and packages. Ensure that postage meters are adequately supplied with postage. Maintain records and reporting of postage and outgoing mail. Operate the mail room equipment as required, ensuring that postage meters are accurate.
- Prepare all term and loan notices for mailing to customers.
- Process and track all Returned Mail and Change of Address Notifications .
- Assist Payment Operations with Information Retrieval requests as needed.
- Organize and track all Membership Documentation sent by branches and Contact Centre. Sort all alpha files into storage containers and prepare for shipment to BC Records every month. Ensure all returned Documentation is researched and appropriate action is taken for each piece. Accountable for all incoming requests for documents sent by branches and Contact Center and ensure responses are given within the allotted 10 minutes
- Keep abreast of changes in Payment Operations policies and procedures and in technology applicable to the Mailroom Administrator, Payment Operations position. Respond positively to changes, challenges and new opportunities and work to meet them. Contribute to the process by assisting others through the transition. Identify areas that may be improved by change and present ideas to achieve desired results.
- On a daily basis, read email messages and update personal voice mail with messaging reflecting the Corporate standards. Provide professional friendly service to customers, both internal and external. Respond promptly and courteously to all work related inquiries and problems. Resolve issues to mutual satisfaction, referring others as needed for appropriate assistance. Provide alternatives to customers that improve the overall service experience.
- Should be able to lift heavy bags, boxes and be aware of ones physical limitation. Recognize situations that are beyond abilities and refer to others for assistance.
- Keep mailroom and contents secure to ensure privacy and confidentiality of interoffice and Canada Post mail.
- Be flexible to provide mailroom coverage in other locations.
- Be a resource for other team members and lead by example. Be proactive in presenting ideas for improving processes. Share knowledge and expertise. Participate in a positive manner and contribute to the team environment.
Who are we looking for?
Minimum Job-Related Experience
Less than 1 Year of Job-Related Experience
Minimum Formal Education
High School Diploma/Grade 12.
Minimum Technical Skills
Basic skills in Microsoft Word, Excel, and Outlook
Basic knowledge of banking systems.
Minimum Non-Technical Skills
Communicate effectively with people at all levels when giving or obtaining information. Be tactful, patient, and enjoy serving internal and external customers.
Organized, attention to detail, self-starter.
At Coast Capital, we value diversity, equity and inclusion. We’re not all the same and we like it that way. We don’t just accept differences - we celebrate, support, and we thrive on them for the benefit of our employees, our members, and our community. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills.