Mail Operations Coordinator

American Foreign Service Protective Association (AFSPA) is committed to hiring a diverse workforce. The Mail Operations Coordinator is responsible for the centralized intake, processing, scanning, and routing of all incoming and outgoing mail, ensuring timely and secure handling of sensitive materials while maintaining mailroom operations.ResponsibilitiesServe as primary point of intake for all incoming physical mail and packages from USPS, FedEx, UPS, DHL, State Department couriers, and other delivery services; receive, open, sort, log, and prepare materials for scanning and distributionScan all incoming claims, including certified mail, to SharePoint for submission to Aetna in alignment with established processing timelines and quality standardsScan and upload all incoming correspondence to designated locationsTriage and route scanned materials to appropriate departments, escalating priority or time-sensitive items to the SupervisorManage outgoing mail and packages, including metering mail and coordinating courier pickupsDistribute physical packages and follow up on unclaimed deliveries as necessaryEnsure proper handling of claims-related and PHI-sensitive documents in accordance with established confidentiality and document retention policyTrack, monitor, and report trends and/or delays in document processing to the supervisor. Serve as liaison with internal departments to confirm receipt and proper handling of critical itemsMonitor and manage mailroom and operational supply inventoryMaintain accurate and up-to-date records within the inventory management system, SortlyCoordinate inventory replenishment needs and prepare inventory-related reportsMaintain organization, cleanliness, and secure document control within the mailroom environmentPrepare and submit required mail tracking reportsTroubleshoot and maintain scanning and document management equipment to minimize workflow disruptionsRecommend process improvements to enhance mailroom efficiency, accuracy, and securityPerform other duties as assignedSkillsHigh school diploma or general education degree (GED) requiredMinimum of one year of related experience in mail operations, document intake/scanning, and records management within a structured or process-driven environmentAccuracy and attention to detail when handling high-volume documentsProficiency with scanning equipment and document management softwareAbility to follow established processes and securely handle sensitive or confidential materials, e.g., PHIStrong organizational skills and the ability to meet processing timelines consistentlyExperience in a structured administrative or operations–focused environment is strongly preferredAn equivalent combination of education, training, and experience that demonstrates the ability to perform the role's essential functions will also be consideredBenefitsUp to 13 vacation days13 sick days2 personal days annually10 paid federal holidaysHealth, dental, and vision insurance (single and family)Life insurance starting the month following their start date401(k) plan with employer matchCompany OverviewAmerican Foreign Service Protective Association (AFSPA) is an insurance provider that offers a variety of insurance products to eligible civil and foreign service personnel. It was founded in 1929, and is headquartered in Washington, District of Columbia, USA, with a workforce of 51-200 employees. Its website is https://afspa.org.



Apply Now