Mailroom Administrator

We are seeking a highly organized and detail-oriented Mailroom Administrator to join our team at Chase De Vere. As a key member of our operations team, you will play a critical role in ensuring the smooth running of our business by providing a high-quality mailroom and scanning service.

1. Mailroom Operations: Sort, collate, and distribute incoming mail and courier parcels into bundles for scanning or delivery.
2. Document Preparation: Prepare and scan documents into our internal document management system.
3. Outgoing Mail: Issue all outgoing mail in line with our company postage policy.
4. Additional Services: Provide additional delivery or collection services within the building as directed.
5. Asset Management: Adhere to our internal company asset register.
6. Prioritization: Ensure that high-priority incoming and outgoing mail is processed in accordance with its priority level.
7. Quality Control: Perform regular quality checks resolving any issues with both hard copy and electronic postal scanning systems and redirect inaccurately addressed mail to the correct recipient.
8. Additional Tasks: Carry out other duties as required, including but not limited to moving files & boxes, photocopying, binding, separating and scanning of client files from cold storage and maintaining accurate archiving records to/from our off-site storage provider.
9. Attention to Detail: Apply attention to detail at all times to ensure 'right first time' results.
10. Problem-Solving: Highlight any challenges to the Operational Improvement Manager ensuring that the best solution is applied and that the risk to the business and the clients are kept at a minimum.
11. Reporting: Provide MI information to managers on a regular basis.
12. Personal Development: Take responsibility for personal development.
13. Initiative: Work on own initiative and be proactive in problem-solving, with clients, advisers, and providers.
14. Client Service: Ensure that client service standards are adhered to at all times.
15. Procedure Adherence: Carry out tasks in accordance with CdV procedures and to Legal and Regulatory standards, monitored through objectives and KPIs.
16. Relationship Building: Develop and maintain good working relationships with clients, product providers, and colleagues throughout the Company.

1. Education: Educated to GCSE or equivalent standard (to include Maths & English)
2. Experience: 2 years mailroom based administration experience preferably within the FS Industry
3. MI Analysis: Experience in providing and analysing MI information
4. Computing Skills: Accurate computing skills
5. Communication Skills: Excellent communication skills, both oral and written
6. Interpersonal Skills: Strong interpersonal skills
7. Service Standards: Experience of working to targeted service standards
8. Customer Satisfaction: Proven track record in delivering customer satisfaction
9. Regulatory Knowledge: Knowledge of regulatory requirements is desirable
10. Organizational Skills: Ability to organise and prioritise workload
11. Adaptability: Adaptable/flexible approach to work within a changing environment
12. Teamwork: Strong team player
13. Professional Relationships: Ability to build professional relationships at all levels