Mailroom Service Assistant

About Us

Tsebo Facilities Solutions is looking for a Mailroom Clerk who will be responsible for the efficient receipt, sorting, distribution, dispatch, and tracking of mail, parcels, and documentation across the business. The role supports records management and archiving activities by maintaining accurate archive records, assisting with box recalls, ensuring compliance with document retention protocols, and maintaining organized archive facilities. The incumbent also provides administrative support, manages mailroom supplies, and contributes to a safe, clean, and professional working environment.

As a leading African Integrated Workplace Management Solutions Provider, Tsebo Solutions Group offers clients reduced costs, risk and complexities together with increased quality, efficiency and productivity. We specialise in Catering, Facilities Management, Cleaning and Hygiene, Pest Control, Protection, Energy, Procurement, Workspace Design, Engineering, Remote Camps, and more. Developing our people – the heart of Tsebo – is the foundation of our purpose. The result is a knowledgeable workforce that is in touch with every nuance of our clients’ needs. DOWNLOAD OUR ONE-PAGER to find out more about who we are in a nutshell.

Duties & Responsibilities

Mailroom Operations

• Receive, sort, and distribute incoming mail and packages to the appropriate recipients.
• Collect and dispatch outgoing mail and courier packages.
• Prepare outgoing mail for shipment and maintain dispatch records.
• Operate mailroom equipment including postage meters, scanners, mail sorting machines, and labelling equipment.
• Ensure timely and accurate delivery and collection services.

Archiving and Records Management

• Assist with all archiving processes, including document storage and archive box recalls.
• Maintain accurate records and documentation for onsite and offsite archives.
• Ensure archive registers, forms, and spreadsheets are updated and accurate.
• Log, inspect, seal, and track all outgoing archive boxes.
• Adhere to all archiving and records management protocols.

Administration Support

• Capture and maintain accurate records and data on relevant systems and spreadsheets.
• Provide documented information relating to archiving and mailroom processes.
• Respond to ad hoc administrative requests from business units.

Inventory and Supplies Management

• Monitor mailroom and archive supplies.
• Order supplies as required to ensure uninterrupted service.
• Track usage and maintain stock records.

Facilities and Housekeeping

• Maintain orderliness and cleanliness of mailroom and archive facilities.
• Conduct routine inspections of archive rooms and office areas.
• Support compliance with Health & Safety standards by reporting and addressing housekeeping concerns.
• Encourage employees and business units to maintain organized workspaces.

Customer Service

• Deliver professional service to internal and external stakeholders.
• Build positive working relationships with employees, tenants, customers, and service providers.
• Resolve routine mailroom and archiving queries efficiently.

Skills and Competencies

• Mail handling and distribution processes
• Records and archive management principles
• Data capturing and spreadsheet maintenance Inventory and stock control
• Knowledge of courier and shipping procedures
• Operation of mailroom equipment and office technology
• Basic Microsoft Office proficiency
• Knowledge of Health & Safety practices in the workplace

Qualifications

Qualifications

• Grade 12 / Matric
• Administration Certificate (advantageous)

Experience

• Minimum 3 to 5 years' relevant experience in administration, mailroom operations, records management, or a related support function.