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Mail Services Manager
Positive Insights HR Consultancy Company Limited
Abu Dhabi, UAE
Full Time
Manager
Hybrid
1 weeks ago
Mail Management SystemsDocument Management Systems (DMS)Enterprise Resource Planning (ERP)Microsoft Office SuiteVendor ManagementProcess Improvement
Free
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Mail Management SystemsDocument Management Systems (DMS)Enterprise Resource Planning (ERP)
About the Role
We are seeking an experienced Mail Services Manager to oversee mailroom operations, document distribution, courier management, and internal delivery services.
Key Skills for This Role
Mail Management SystemsDocument Management Systems (DMS)Enterprise Resource Planning (ERP)Microsoft Office SuiteVendor ManagementProcess Improvement
Responsibilities
- Develop and implement mail services strategies, procedures, service standards, and operational workflows aligned with organizational requirements
- Manage daily mailroom operations including incoming and outgoing mail, courier services, document distribution, package handling, scanning, archiving, and internal deliveries
- Oversee courier partnerships, delivery schedules, service level agreements (SLAs), vendor performance, and cost optimization initiatives
- Collaborate with facilities management, administration, logistics, security, procurement, information technology, legal, compliance, and business teams to support efficient document and mail operations
- Monitor key performance indicators (KPIs) including delivery accuracy, turnaround time, mail processing volume, service quality, courier performance, cost efficiency, and customer satisfaction
- Establish and maintain mail handling procedures, chain of custody controls, document security protocols, and records management practices
- Ensure compliance with confidentiality requirements, data protection regulations, security policies, organizational procedures, and applicable postal and courier regulations
- Manage mailroom resources including staffing, equipment, supplies, inventory, workspace organization, and operational capacity planning
- Implement process improvements, automation solutions, digital mail initiatives, and workflow enhancements to improve efficiency and service delivery
- Conduct operational audits, service reviews, risk assessments, and quality checks to maintain high standards of accuracy, security, and reliability
- Utilize Mail Management Systems, Document Management Systems (DMS), Enterprise Resource Planning (ERP) platforms, Microsoft Office Suite, tracking systems, workflow tools, and reporting dashboards to monitor operations and performance
- Prepare mail services reports, operational dashboards, vendor performance reviews, cost analyses, and improvement recommendations for senior leadership
Requirements
- Bachelor's degree in Business Administration, Logistics, Operations Management, Facilities Management, Supply Chain Management, or a related field preferred
- Professional certifications in Facilities Management, Logistics, Records Management, Project Management, or equivalent are advantageous
- 5+ years of experience in mail services, facilities operations, logistics coordination, document management, administrative operations, or related roles
- 2+ years of experience managing mailroom operations, courier services, administrative teams, or service delivery functions preferred
- Strong understanding of mail operations, document handling procedures, courier management, records management, security controls, and operational service standards
- Experience with Mail Management Systems, Document Management Systems (DMS), ERP platforms, Microsoft Office Suite, workflow automation tools, tracking systems, and reporting solutions
- Familiarity with digital mailroom transformation, electronic document management, automation technologies, sustainability initiatives, and workplace services optimization is advantageous
- Strong leadership, organizational, analytical, vendor management, and problem solving skills
- Excellent communication, stakeholder management, customer service, and cross functional collaboration abilities
- Ability to manage secure and efficient mail operations while balancing service quality, confidentiality, compliance, and operational efficiency
- Ability to work independently in on site and hybrid environments
Full Job Posting
About Us
- We are an operations focused organization committed to delivering reliable, secure, and efficient document and mail management services that support business continuity and productivity.
- Our teams collaborate across facilities management, administration, logistics, security, procurement, information technology, legal, and business operations to ensure seamless handling, distribution, tracking, and protection of organizational communications and materials.
The Role
- We are seeking an experienced Mail Services Manager to oversee mailroom operations, document distribution, courier management, and internal delivery services.
- The ideal candidate will manage mail service workflows, vendor relationships, operational standards, and service improvements while ensuring timely, secure, and cost effective handling of business correspondence and materials.
Key Responsibilities
- Develop and implement mail services strategies, procedures, service standards, and operational workflows aligned with organizational requirements
- Manage daily mailroom operations including incoming and outgoing mail, courier services, document distribution, package handling, scanning, archiving, and internal deliveries
- Oversee courier partnerships, delivery schedules, service level agreements (SLAs), vendor performance, and cost optimization initiatives
- Collaborate with facilities management, administration, logistics, security, procurement, information technology, legal, compliance, and business teams to support efficient document and mail operations
- Monitor key performance indicators (KPIs) including delivery accuracy, turnaround time, mail processing volume, service quality, courier performance, cost efficiency, and customer satisfaction
- Establish and maintain mail handling procedures, chain of custody controls, document security protocols, and records management practices
- Ensure compliance with confidentiality requirements, data protection regulations, security policies, organizational procedures, and applicable postal and courier regulations
- Manage mailroom resources including staffing, equipment, supplies, inventory, workspace organization, and operational capacity planning
- Implement process improvements, automation solutions, digital mail initiatives, and workflow enhancements to improve efficiency and service delivery
- Conduct operational audits, service reviews, risk assessments, and quality checks to maintain high standards of accuracy, security, and reliability
- Utilize Mail Management Systems, Document Management Systems (DMS), Enterprise Resource Planning (ERP) platforms, Microsoft Office Suite, tracking systems, workflow tools, and reporting dashboards to monitor operations and performance
- Prepare mail services reports, operational dashboards, vendor performance reviews, cost analyses, and improvement recommendations for senior leadership
Requirements
- Bachelor's degree in Business Administration, Logistics, Operations Management, Facilities Management, Supply Chain Management, or a related field preferred
- Professional certifications in Facilities Management, Logistics, Records Management, Project Management, or equivalent are advantageous
- 5+ years of experience in mail services, facilities operations, logistics coordination, document management, administrative operations, or related roles
- 2+ years of experience managing mailroom operations, courier services, administrative teams, or service delivery functions preferred
- Strong understanding of mail operations, document handling procedures, courier management, records management, security controls, and operational service standards
- Experience with Mail Management Systems, Document Management Systems (DMS), ERP platforms, Microsoft Office Suite, workflow automation tools, tracking systems, and reporting solutions
- Familiarity with digital mailroom transformation, electronic document management, automation technologies, sustainability initiatives, and workplace services optimization is advantageous
- Strong leadership, organizational, analytical, vendor management, and problem solving skills
- Excellent communication, stakeholder management, customer service, and cross functional collaboration abilities
- Ability to manage secure and efficient mail operations while balancing service quality, confidentiality, compliance, and operational efficiency
- Ability to work independently in on site and hybrid environments
What We Offer
- Competitive compensation package
- Professional development and operations leadership growth opportunities
- Exposure to workplace transformation, digital document solutions, operational optimization, and business services initiatives
- Collaborative and service oriented work environment
- Supportive culture focused on reliability, security, efficiency, and continuous improvement
- Opportunity to lead essential mail and document services that support organizational productivity and business continuity
- Clear career progression within mail services, facilities management, workplace operations, administration leadership, and executive operations functions
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