Intrepid Museum Programs and Exhibitions
Rainbow Band
Purchase Tickets
Home > Careers > Human Resources > Mailroom Coordinator
Mailroom Coordinator
The Intrepid Sea, Air & Space Museum is a non-profit, educational institution featuring the legendary aircraft carrier Intrepid, the space shuttle Enterprise, the world’s fastest jets and a guided missile submarine. Opened in 1982, the Museum, anchored aboard the former USS Intrepid, a National Historic Landmark, has welcomed more than 2 million visitors since 2012. The Mission of the Intrepid Museum is to promote the awareness and understanding of history, science and service through its collections, exhibitions and programming, in order to honor our heroes, educate the public and inspire our youth.

We are seeking a Mailroom Coordinator responsible for overseeing the day-to-day operations of the mailroom, including total mail/package processing for internal & external distribution. This person will function as point person and coordinator for incoming shipping receivables, and will be responsible for overall monitoring and maintenance of mailroom machinery, software and supplies. This position interacts with all levels of the organization and is the “face” of the total mailroom function. This is a physically challenging position and will require heavy lifting/moving (up to 50lbs). The employee is regularly required to climb stairs and to navigate hard to reach areas of the work environment.

The Essential duties include but are not limited to:
  • Performs administrative and mailroom duties including but not limited to:
    • Proficiently using the postage and printing/stamping machines.
    • Computing amount of postage required for outgoing mail according to weight and classification.  Post mail by hand or by postage meter.
    • Sorting and bundling mail according to destination department. Pick up and deliver mail to various organizational locations as per set schedule.
    • Folding letters or circulars and inserting in envelopes when necessary.
    • Examining outgoing mail for appropriateness of appearance (return address/contact listed, domestic vs international, etc.)
    • Performs post office and FedEx runs as necessary.
    • Calls messenger service for bulk mail, certified or express mail pickups as necessary.
    • Monitors organizational bulk mail needs. Educates employees on post office requirements for bulk mailing; works closely with departments to process their bulk mailing effectively and efficiently.
    • Monitors postage balance for mailing and bulk mail accounts. Runs monthly (and by request) usage reports for Finance department.
    • Calls vendor support for mail machines as necessary.
    • Attends trainings/orientations for mail machines as necessary.
  • Maintains and archives detailed incoming/outgoing mailroom records, including FedEx, UPS, Airborne, messenger, and mail pickup/delivery logs.
  • Primary coordinator of incoming shipping receivables. Job duties include the following:
    • Monitors the Mailroom Work Order ticketing system; examines tickets to ensure accurate and appropriateness of information.  Contacts departments as necessary for clarification.
    • Analyzes tickets for additional support requirements, and seeks out additional support when necessary via Maintenance/Operations work orders.
    • Creates and monitors delivery timelines for multiple shipments.
    • Logs incoming AND outgoing packages/messenger deliveries via electronic package tracking system; writes and maintains manual shipment log when necessary.
    • Works closely with departments to have shipments delivered in a timely manner.
    • Independently troubleshoots issues by contacting departments directly to resolve issues.
  • Maintains and monitors stationary inventory such as logo envelopes and letterhead; coordinates with marketing department to restock as necessary.
  • Interacts with employees at all levels of the organization; addresses individual and departmental needs, errors and complaints, escalating to HR Director as needed.
  • Maintains a neat, clean and transparently organized mailroom and mailroom storage closet.
  • Performs other duties as required by management.
The ideal candidate must have a high school diploma or general education degree (GED) and a minimum of two years of mailroom experience. Experience with postage systems is required. Experience with mailing software and package tracking systems is preferred. The candidate must be highly organized, able to manage multiple tasks simultaneously, prioritize job duties and work with a sense of urgency. S/He must have working knowledge of Microsoft Word and Excel; familiarity with mail merges preferred. The ideal candidate will have the ability to communicate effectively (both written and verbal) and respond to questions from employees and managers. This person will have the ability to read and comprehend simple instructions, short correspondence, and memos, the ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's, as well as the ability to perform these operations using units of American money and weight measurement, volume, and distance. The candidate will have the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form and the ability to deal with problems involving several concrete variables in standardized situations. The candidate will be able to think through a project from implementation to final execution. Ability to work occasional weekends, holidays, and evenings as necessary. Driver’s License preferred.

We offer a competitive salary and the opportunity to be a part of a very rewarding time in the Museum’s history!

For consideration e-mail resume with salary requirements to:

Be sure to include the title of the position you are interested in.

NO PHONE CALLS. Only those candidates selected for an interview will be contacted.
The Intrepid Sea, Air & Space Museum is an equal opportunity employer.