Postal Operations Manager

COMPANY OVERVIEW:

• Founded in 1989, United Automobile Insurance Company is an innovative and established organization looking for a Mailroom Postal Manager to join our team.
• Family-owned, UAIC, is one of the largest privately held property and casualty insurance companies in the United States.
• The key to our growth and success is a commitment to providing quality service to our agents and customers, by providing disciplined underwriting, and strategic claims handling.
• Our ongoing efforts to invest substantial resources in personnel and technology are the foundation of our promise of assuring maximum efficiency and specialized operations in the industry.
• We are proud that our independent agents and customers have recognized our dedication by making UAIC the market leader in every state where we conduct business.
• This is an in-office position based at our Miami, FL headquarters.
• The Mailroom / Postal Room Manager must be on-site daily to oversee staff, mail processes, and vendor interactions.
• Remote work is not offered for this role.
• Position Summary The Postal Mail Room Manager is responsible for overseeing all incoming and outgoing mail operations, ensuring compliance with United States Postal Service (USPS) regulations, Certificate of Mailing requirements, courier services, and internal company procedures.
• This position manages mail room staff, postal equipment, shipping operations, quality assurance processes, vendor relationships, and regulatory compliance while maintaining efficient and cost-effective mail distribution services.
• Essential Duties and Responsibilities Mail Operations Management Manage daily incoming and outgoing mail processing operations.
• Oversee preparation, sorting, tracking, and distribution of all company mail.
• Ensure timely processing of critical business correspondence, notices, legal documents, and customer communications.
• Maintain compliance with USPS regulations and mailing standards.
• Develop and implement mail room procedures, workflows, and operational improvements.
• USPS and Certificate of Mailing Administration Maintain expert knowledge of USPS products, services, rates, and regulations.
• Oversee all Certificate of Mailing processes, including electronic and physical submissions.
• Ensure proper documentation, retention, and auditing of postal records.
• Manage Certified Mail, Registered Mail, Priority Mail, and other specialized USPS services.
• Serve as the primary point of contact for USPS-related issues and escalations.
• Pitney Bowes Management Maintain advanced knowledge of Pitney Bowes mailing systems and software.
• Manage postage meter operations, funding, reporting, and reconciliation.
• Coordinate equipment maintenance and vendor support.
• Monitor postage usage and identify cost-saving opportunities.
• Ensure compliance with postage accounting and reporting requirements.
• Shipping and Courier Services Manage FedEx shipping operations and vendor relationships.
• Maintain knowledge of FedEx Express, Ground, International, and specialty shipping services.
• Coordinate shipments with UPS, DHL, and other courier providers as needed.
• Monitor shipping costs and negotiate service improvements.
• Track and resolve shipping exceptions and delivery issues.
• Quality Assurance & Compliance Establish and maintain quality assurance programs for mail processing operations.
• Conduct regular audits of mailing procedures and records.
• Monitor accuracy of mail production, postage application, and shipment documentation.
• Develop corrective action plans for operational deficiencies.
• Ensure compliance with internal controls, regulatory requirements, and company standards.
• Prepare reports and metrics related to mail room performance and quality standards.
• Team Leadership Supervise, train, and evaluate mail room personnel.
• Develop employee schedules and workload assignments.
• Conduct performance reviews and coaching sessions.
• Foster a culture of accountability, customer service, and continuous improvement.
• Cross-train staff to ensure operational continuity.
• Inventory & Vendor Management Manage inventory of mailing supplies, forms, envelopes, postage, and shipping materials.
• Coordinate purchasing activities and maintain vendor relationships.
• Monitor budgets and control operational expenses.
• Evaluate new technologies and process improvements.
• Reporting & Analytics Generate operational reports and performance metrics.
• Analyze mail volume trends and staffing requirements.
• Monitor service-level agreements and turnaround times.
• Present recommendations for process improvements and cost reductions.
• Required Qualifications Experience Minimum 5 years of mail room, postal operations, shipping, or logistics experience.
• Minimum 3 years of supervisory or management experience.
• Experience managing high-volume mail operations preferred.
• Experience in insurance, financial services, legal, or regulated industries preferred.
• Required Knowledge and Skills Extensive USPS regulations and mailing requirements knowledge.
• Advanced Certificate of Mailing knowledge and experience.
• Advanced Pitney Bowes system knowledge and experience.
• Strong FedEx shipping and logistics knowledge.
• Knowledge of Certified Mail, Registered Mail, and USPS compliance procedures.
• Strong understanding of mail tracking and record retention requirements.
• Experience with shipping and postal software systems.
• Strong Microsoft Office Suite skills, particularly Excel.
• Excellent organizational and problem-solving abilities.
• Strong attention to detail and accuracy.
• Language Requirements Bilingual proficiency in English and Spanish (required).
• Ability to communicate effectively both verbally and in writing in English and Spanish.
• Physical Requirements Ability to lift and move mail trays, packages, and supplies up to 50 pounds.
• Ability to stand, walk, bend, and perform repetitive tasks throughout the workday.
• Ability to operate mail processing equipment safely.

BENEFITS:

• 401(k) Retirement Savings Plan with employer match.
• Comprehensive Medical, Prescription Drug, Vision, and Dental Insurance Paid Time Off, Holidays, and Leave programs.
• Flexible spending accounts Basic Life Insurance and Voluntary Life/ADD Short Term and Long-Term Disability UAIC is an Equal Opportunity Employer and is committed to the principle of equal employment opportunity for all employees.
• All employment decisions at UAIC are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Powered by JazzHR