Objective:

Centralized mailroom day to day functions handling intake, processing and distribution of incoming mail received via Fed Express, UPS, USPS, GLS received at our corporate office, process outgoing mail and imaging documents.

Essential Job Functions:

• Confidentiality: Maintains confidentiality
• Organization: Develops and implements relationship strategies, satisfying customer needs with high touch customer service levels.
• Coordination: Utilizes organizational skills and technology to ensure all mail needs are met.
• Communication: Communicates well verbally and in writing with any and all internal and external communications.
• Equipment: Uses such office equipment as telephone, computer terminals, copiers, scanner and FAX machines.
• Physical: Sits and stands for extended time periods. Hearing and vision within normal ranges.

Receives, processes and routes all incoming mail

• Upon notification from the receptionist for deliveries from Fed Ex, UPS, USPS, GLS or Courrier all mail will be sorted
• Fed Ex & UPS will be logged (*) and delivered to Post Closing, Servicing and Finance/Accounting
• GLS, Courrier and Title Company packages are delivered to Post Closing
• (*) Logged Collateral packages and Trailing Documents received are imported into Encompass with received date via batch update
• Post Closing mail will be opened, staples removed and replaced with binder/paper clips to keep documents organized
• Mail received for remote employees will be contacted for alternative delivery options either to be delivered internally at corporate or shipped to their requested address
• Standard mail is reviewed, sorted and delivered to the appropriate departments one to two times a day.
• Notify IT for equipment returns received
• Insurance mail – open all
  • For action required mail deliver to Loan Servicing the following:
  • Cancelled policy
  • Check
  • 30-day notice
  • Warning
  • Property Tax

• Ensure all Fed Ex packages are placed in the designated pick-up area located on the 1^st floor no later than 4:00 PM
• For bulk items mailed by IT or Marketing these items should be placed in the designated pick-up area located on the 1^st floor no later than 4:00 PM
• Process collected USPS outgoing mail by 4:30 PM and deposit in the outgoing mailbox located on the 1^st floor this also includes:
  • Manual fulfillment department needs as requested by Compliance, Loan Servicing which includes letters, refunds checks for the monthly California per diem refunds and/or refunds due to audits
• Scan documents to individuals upon receipt and confirming if original needs to be maintained:
  • Compliance – Kindra Burton
  • Legal – Aimee Eller
  • Human Resources – Multiple recipients
  • HECM – Steven Holguin
• Assist Post Closing Trailing Doc & Collateral with document imaging
• On occasion it may be required to delivered packages to local Fed Ex drop off location

• Strong written and verbal communication skills
• Technologically proficient in MS Windows software                      
• Commitment to excellence and high standards
• Strong problem-solving skills
• Ability to manage priorities and workflow
• Strong interpersonal skills
• Ability to perform any physical labor necessary – lifting up to 50 pounds

Education:

• High school diploma or equivalent