Operations Production Support

The Operations Production Support role plays a crucial part in ensuring the successful, accurate, and efficient flow of daily document processing, mailroom, and scanning operations. This position is responsible for processing incoming mail, operating high- speed scanning equipment, managing digital and physical inventory, preparing/metering outgoing mail, and handling courier duties. This role requires excellent attention to detail, strong organizational skills, and the ability to work effectively in a fast-paced, production-driven environment while maintaining close coordination with internal teams and key stakeholders.

Essential Functions & Responsibilities Mail Processing & Scanning Operations Receive & Sort:

Receive, sort, and accurately process high volumes of incoming mail, including letters, packages, faxes, and digital inputs.

Document Digitization:

Operate high-speed document scanners, grinders, and associated software platforms (including SmartScan) to digitize paper documents, photographs, and other materials.

Quality Assurance:

Ensure strict quality assurance standards are achieved; review materials for errors and resolve RSRS requests or quality review errors received via email.

Confidentiality:

Handle highly confidential and sensitive client materials with the utmost discretion and adhere strictly to company security policies.

Print, Insertion & Outgoing Mail Support Material Insertion:

Perform manual and machine insertion of printed materials.

Quality Control:

Conduct quality reviews of printed and inserted materials prior to distribution.

Postage & Courier Duties:

Operate postage meter machines. Track, reconcile, and maintain accurate records of postal counts and receipts.

USPS Logistics:

Load, unload, and transport finished products, mail trays, and boxes to the local Post Office.

Inventory & Storage Management Inventory Tracking:

Monitor, maintain, and log data within on-site storage systems (SmartScan Inventory Module), ensuring accurate records of incoming and outgoing mail volumes.

Physical Warehouse Care:

Store, organize, and retrieve files, boxes, and pallets. Maintain a clean, organized, and safe work area.

Supply Management:

Monitor inventory levels and proactively order necessary production supplies.

Production, Communication & Compliance Performance Metrics:

Follow and consistently meet Key Performance Expectations (KPEs) and production expectations for the role.

Time Reporting:

Accurately report and bill daily production time.

Team Collaboration:

Maintain effective, positive, and professional working relationships with peers across departments (including print, mail, and data capture).

Escalation:

Proactively communicate operational issues, workload constraints, or risks to client deliverables directly to the Supervisor.