Mail Room & Logistics Supervisor

Duties and responsibilities

• Oversee the daily receipt, sorting, distribution, collection, and dispatch of all mail, courier items, parcels, and confidential documents.
• Supervise, motivate, guide, and manage the Mailroom team to ensure high levels of productivity, efficiency, and service delivery.
• Provide professional and responsive service to internal and external customers, resolving queries and maintaining positive stakeholder relationships.
• Plan, coordinate, prioritise, and allocate mailroom activities to ensure operational deadlines and service standards are consistently met.
• Communicate effectively with employees, management, courier service providers, and external customers regarding mailroom operations and service requirements.
• Maintain accurate records and tracking systems and prepare reports, statistics, and correspondence using Microsoft Word and Excel.
• Ensure mailroom activities comply with company policies, security requirements, health and safety standards, and confidentiality protocols.
• Identify operational issues, investigate discrepancies, and implement practical solutions to improve service delivery and efficiency.
• Conduct mail collections and deliveries when required and ensure compliance with road safety regulations.
• Monitor and maintain mailroom equipment, supplies, and resources to ensure uninterrupted operations and cost-effective service delivery.
• Ensure accurate handling, tracking, recording, and delivery of all mail and courier items, minimising errors and losses.
• Identify opportunities to enhance processes, improve service levels, and increase operational efficiency within the mailroom function.
• Coordinate the daily activities of drivers and the company fleet to ensure the efficient collection, delivery and distribution of mail, documents, parcels and other business related items. Monitor vehicle availability, servicing, licensing, maintenance and compliance with company policies and road traffic legislation.

Skills and knowledge

• Proficient in Microsoft Word and Excel, including the preparation of reports, management of spreadsheets, and analysis of operational data.
• Strong understanding of mail handling processes, courier coordination, document distribution, and tracking systems.
• Ability to maintain accurate records, registers, filing systems, and confidential documentation in line with organisational standards.
• Excellent typing, data capturing, reporting, and general administrative capabilities with a high level of attention to detail.
• Capable of safely operating company vehicles, office equipment, and mail processing tools in compliance with organisational requirements.
• Mailroom, logistics and delivery activities are effectively planned, coordinated and prioritised to ensure urgent requests, critical document deliveries and operational deadlines are consistently met while maintaining high levels of stakeholder service

Qualification/s

• Bachelor’s degree or Diploma in Admin, Logistics, Finance, Accounting, Human Resources, or related field (Extensive experience in the field may be considered)

Experience

• 5 years supervisor level, preferably in professional services or legal industry
• Valid driver’s license