Mailroom/ Warehouse Supervisor

SCHEDULE: Full-time, 40 hours per week. 7:30 a.m. to 4:00 p.m., Monday – Friday. Schedule may vary according to Academy needs. Additional hours may be required as necessary. Some Saturdays required. This position is considered *essential personnel.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

Semi-Monthly

Regular

Full-Time

Full year (52 weeks)

Staff

Facilities-Management

On-Campus

Position Purpose

Executes the mission of the Mailroom and Central Receiving Warehouse by providing high quality, customer oriented services, ensuring mail, delivered packages, and inventory moves efficiently and cost-effectively throughout the Phillips Exeter Academy’s Campus.

Job Responsibilities

• Plans, coordinates, schedules, and provides support and expertise for the warehouse and mailroom operations including sorting and delivery of incoming, outgoing, and interoffice mail and packages, receiving and issuance of inventory, and on campus delivery of equipment and supplies.
• Responsible for management, oversight, and improvement of current Mailroom and Warehouse functions Creates and manages the workload and schedules of the Mailroom and Central Receiving Warehouse to balance customer and team needs.
• Creates, revises, and documents standard operating procedures and effectively cross trains employees on Mailroom and Central Receiving Warehouse functions.
• Promotes the use of technology- based programs including: Microsoft Outlook, Oracle, Maintenance Connection as well as new mailing technologies.
• Investigates and resolves issues regarding missing mail/packages, and/or distribution of unknown recipient(s).
• Liaison with faculty, staff, and administrators for items related to Mailroom and Central Receiving services and support.
• Responsible for the integrity of inventory through creation of stock item numbers, material replenishment, receipt, and issuance.
• Develops and organizes cycle counts and the yearly physical inventory count.
• Works with the Facilities Managers to set appropriate stocking levels for plumbing, hardware, electrical, and custodial items.
• Forwards as per US Post Office regulations, undeliverable mail with insufficient or incorrect addresses.
• Coordinates and plans the Mailroom departmental spending with the Sr Mgr. Procurement & Business Services, including the operational expenses, Mailroom cash services, stamp sales, and metered mail.
• Responsible for supplier relationships relating to Mailroom equipment management programs.
• Creates maximum efficiencies and a safe work environment to ensure quality standards are met.
• Promotes communication, provides training support, and leads regular Team meetings to discuss operational procedures and process improvements.
• Prepares and presents employee performance appraisals, recommends position changes, and takes appropriate disciplinary actions as necessary.
• Perform other duties as assigned.

Knowledge, Skills and Competencies

• Strong leadership, organizational, and interpersonal skills required.
• Inventory control and management procedures and processes.
• Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
• Ability to utilize computer and software related applications.
• Detect, isolate, and resolve operational issues.
• Ability to think creatively to develop process improvements.
• Capacity to build a team into a cohesive unit.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions effectively and maintain a professional demeanor and restraint at all times, including stressful situations.

Direct/Indirect Reports

Lead Mailroom Courier, Mailroom Courier/Distributors, and Logistics and Mailroom Specialist.

Position Requirements

Education

• High School Diploma or GED required.
• Valid driver’s license.
• Bachelor’s degree or equivalent related experience preferred.

Experience

• Supervisory experience required.
• 5+ years’ experience in mailroom or warehouse operations preferred.
• 1+ years’ experience of inventory management, logistics, and/or warehouse management.
• Proficient in Microsoft Office Suite.
• Oracle experience is desirable.
• Technology related to inventory management and work order systems experience is preferred.

Physical Requirements

1. Physical demands are in excess of those for sedentary work and employees must be able to remain on their feet for extended periods of time, go up and down flights of steps, as well as stoop, kneel, crouch, and lift.
2. Ability to lift and transport up to 50lbs without assistance.
3. Ability to withstand exposure to inclement weather (rain, snow, sleet, freezing temperatures, etc.).

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 5 years).
2. Clean driving record (reviewed annually).
3. *Essential personnel are required to report to or remain at work if instructed directly by designated personnel during emergency events or inclement weather.