Job Title: Bank Mailroom Administrator

Duration: 12 Months

Location: Toronto, Ontario, CAN, M5X1J9

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Bank Mailroom Administrator - Financial Services Operations Support

Role Overview

This role supports the daily operations of a financial institution mailroom, ensuring timely processing, distribution, tracking, and secure handling of physical correspondence, packages, and operational documents. The position combines mailroom operations, administrative support, reporting, inventory management, and compliance responsibilities within a structured office environment.

Mail Processing & Distribution

- Receive, open, sort, and distribute incoming mail, courier packages, and interoffice correspondence.
- Prioritize urgent, confidential, and time-sensitive deliveries while maintaining service standards.
- Prepare outgoing shipments, registered mail, and courier packages with accurate labeling and documentation.
- Communicate delivery updates, package arrivals, and routing exceptions to internal stakeholders.
- Ensure mail is delivered accurately and efficiently across departments.

Document Administration & Records Management

- Process, organize, and maintain operational and customer-related documentation.
- Review documents for completeness and accuracy prior to routing or storage.
- Maintain logs, tracking records, and proof-of-delivery information.
- Support scanning, indexing, filing, and document retention activities.




- Assist with routine administrative tasks tied to document and workflow management.

Reporting, Tracking & Operational Support

- Generate reports related to mail volumes, courier activity, and service metrics.
- Monitor tracking systems and investigate delivery discrepancies when required.
- Review internal billing information and chargeback records associated with mailing services.
- Maintain inventory of mailroom and shipping supplies, ensuring adequate stock levels.
- Identify process improvements that enhance efficiency and accuracy.

Compliance, Security & Safety

- Handle confidential and sensitive information in accordance with banking and privacy guidelines.
- Follow security procedures for restricted documents and controlled deliveries.
- Safely operate mailroom equipment including scanners, postage equipment, mail openers, and shipping tools.
- Maintain a clean, organized, and compliant work environment.
- Lift and move mail containers, records, and packages up to approximately 20 pounds when required.

Qualifications & Success Factors

- Strong attention to detail and accuracy.
- Excellent organizational and time management skills.
- Comfort working with repetitive, process-driven tasks.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced setting.
- Professional approach to handling confidential information.

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