Mail Service Associate

Job Title: Mail Services Associate

Job Description

The Mail Services Associate manages all aspects of mailroom operations for a building or campus, ensuring accurate, timely, and secure handling of mail and packages. This role sits within the Office & Soft Services job family and supports office operations by providing reliable mail, shipping, and office support services to internal stakeholders. The position offers an onsite, full-time schedule with an initial assignment of approximately five months and the potential to convert to a full-time permanent role.

Responsibilities

• Manage day-to-day mailroom operations for a building or campus, ensuring efficient, accurate, and secure handling of all incoming and outgoing mail and packages.

• Audit delivered items against delivery invoices to verify accuracy and completeness.

• Inspect incoming deliveries, approve or reject them based on inspection results, and check for contraband or non-compliant items.

• Ensure all packages received are delivered on the same day whenever possible, or proactively inform consignees when delivery will occur the next business day.

• Deliver mail, packages, copy products, and stationery to assigned groups or locations according to the daily schedule.

• Ensure all outgoing and shipped packages are properly packaged and protected against damage during transit.

• Process shipment requests with external vendors and carriers, coordinating logistics and communicating arrangements clearly to package owners.

• Apply correct postage amounts and required identification or labels to outgoing mail and packages in accordance with postal and carrier requirements.

• Monitor, stock, and maintain copy rooms, ensuring supplies are available and equipment needs are communicated promptly.

• Serve as the first point of communication for copier fleet production issues and coordinate with appropriate teams or vendors for resolution.

• Check mail and postage supplies daily and replenish as needed to avoid service interruptions.

• Respond to common inquiries or complaints from clients, co-workers, and supervisors, providing clear and professional communication.

• Present information effectively to internal groups, including updates on mailroom processes, service changes, or issue resolutions.

• Gather and analyze operational data to identify and resolve complex mailroom or shipping issues, even when there is little or no precedent.

• Recommend new techniques, processes, or tools to improve mailroom efficiency, accuracy, and service quality.

• Collaborate with building engineering and facilities management teams to align mail services with broader office and building operations.

• Support office operations by providing reliable office support services to internal clients, business functions, and individual contributors.

• Contribute to a positive team environment and support colleagues whose work activities are closely related to mail and office services.

Essential Skills

• High School Diploma or GED.

• 3-4 years of job-related experience in mail services, office operations, customer service, or a closely related field.

• Strong customer service skills with the ability to handle inquiries and complaints professionally.

• Ability to write routine reports and correspondence clearly and accurately.

• Comprehensive understanding of processes, procedures, systems, and concepts related to mailroom and office support functions.

• Ability to evaluate unusual or complex information and communicate it in a concise and logical manner.

• In-depth knowledge of Microsoft Office products, including Word, Excel, and Outlook.

• Advanced organizational skills with a strong attention to detail and the ability to manage multiple tasks and priorities.

• Inquisitive mindset with a willingness to learn, question existing processes, and seek better ways of working.

• Ability to gather and analyze data to identify and solve complex operational problems.

• Strong verbal communication skills to effectively present information to internal groups.

• Ability to work independently and as part of a team in a fast-paced office environment.

Additional Skills & Qualifications

• Experience in a mailroom, shipping/receiving, or office support environment.

• Exp. in customer support, call center, or service-oriented roles.

• Familiarity with shipping vendors and carrier processes for outgoing packages.

• Experience working within facilities, building services, or office operations teams.

• Demonstrated ability to suggest and implement process improvements.

• Comfort working with copier fleets and basic office equipment troubleshooting.

Work Environment

This is an onsite role based at a smaller office location in Westford, operating within an office and soft services environment. The schedule is Monday through Friday, approximately 8:00 a.m. to 5:00 p.m., providing a consistent daytime workweek. The Mail Services Associate works closely with building engineering and facilities management teams to support overall building operations. The environment involves regular movement around the building or campus to deliver mail, packages, and office supplies, as well as time spent in the mailroom and copy rooms. Standard office technologies are used, including Microsoft Office applications (Word, Excel, Outlook) and typical office and mailroom equipment such as copiers, postage meters, and shipping tools. The assignment is initially planned for about five months, with the possibility of extension and potential conversion to a full-time permanent role. The work setting emphasizes reliability, organization, and professional interaction with internal clients and colleagues.

Job Type & Location

This is a Contract position based out of Westford, MA.

Pay and Benefits

The pay range for this position is $19.00 - $20.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Westford,MA.

Application Deadline

This position is anticipated to close on May 8, 2026.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.