Mail Associate Level 1

The Mail Associate is responsible for the processing, preparation, digitization, distribution, and tracking of physical and electronic documents within Digital Hub operations. This position combines mailroom operations, document processing, data entry, scanning, indexing, quality control, and customer support activities to ensure the efficient delivery of mail and information management services.

The successful candidate will work within established operational procedures, service level agreements (SLAs), privacy requirements, and quality standards while supporting multiple business units and digital mail workflows.

Job title: Mail Associate Level 1
Location: Scarborough, ON
Competitive Salary
Duration: 3 months (Possibility of Extension)

Schedule: Monday to Friday, 8:00 AM – 5:00 PM (37.5 hours/week)

Advantages
- 3 month contract with strong potential to be extended
- Payrate: $17.95/h
- Fully Onsite position
- Location: Scarborough, ON

Responsibilities
Mailroom Operations
Receive, sort, and process inbound Canada Post, courier, registered, accountable, and interoffice mail.
Prepare and dispatch outbound mail, registered mail, and courier shipments.
Track accountable mail and courier shipments using approved mailroom tracking systems.
Maintain chain-of-custody procedures for sensitive and confidential documents.
Perform mail preparation activities, including batching, sorting, envelope processing, and special handling requests.
Support transportation and movement of mail between operational processing areas and client locations.

Digital Mail Processing
Open, prepare, and sort incoming mail for scanning and digital capture workflows.
Remove staples, paper clips, binder clips, and other document fasteners.
Prepare batches according to documented operational procedures.
Identify document types and route material to the appropriate processing stream.
Separate confidential, priority, or exception items for specialized processing.
Ensure documents are prepared to meet image quality and indexing standards.

Scanning and Document Capture
Operate high-volume document scanners and imaging equipment.
Scan physical documents into electronic repositories.
Verify image quality, completeness, readability, and document orientation.
Rescan documents as required to meet quality standards.
Process exception items requiring manual intervention.
Maintain scanner throughput and productivity targets.

Data Entry and Indexing
Perform accurate data entry from scanned images, forms, correspondence, and supporting documentation.
Enter customer, policy, claim, financial, and transaction information into approved systems.
Verify information for accuracy and completeness.
Correct indexing and classification errors.
Perform double-key verification activities when required.
Maintain production and accuracy standards established by the client and the company

Quality Assurance
Review scanned images and indexed records for accuracy.
Validate document classifications and metadata.
Identify and escalate image quality, data integrity, or workflow issues.
Participate in quality audits and continuous improvement activities.
Ensure compliance with operational procedures and customer requirements.
Customer Service and Administrative Support
Respond to operational inquiries and service requests.
Maintain production logs and tracking records.
Complete daily reporting and workflow documentation.
Participate in team meetings and process improvement initiatives.
Support special projects and backlog reduction activities as assigned.

Equipment and Work Area Maintenance
Operate mailroom, document processing, and scanning equipment safely.
Perform routine equipment checks and cleaning.
Report equipment malfunctions promptly.
Maintain clean, organized, and secure workstations.
Follow workplace health and safety procedures at all times.

Qualifications
Ability to lift and move boxes and document containers up to 50 lbs.
Ability to stand or sit for extended periods.
Manual dexterity for document preparation and keyboard-intensive activities.
Ability to perform repetitive scanning, sorting, and data entry tasks.
Ability to push carts and transport document batches throughout the processing facility.

Strong keyboarding and data entry skills.
Excellent attention to detail and accuracy.
Ability to work with large volumes of documents while maintaining quality standards.
Strong organizational and time-management skills.
Ability to follow documented procedures consistently.
Basic troubleshooting and problem-solving skills.
Proficiency with Microsoft Outlook, Excel, and Word.
Ability to handle confidential information with discretion.
Strong verbal and written communication skills.

Summary
If you are interested in the Mail Associate Level 1 role in Scarborough please apply online at www.randstad.ca. Qualified candidates will be contacted.

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to [email protected] to ensure their ability to fully participate in the interview process.

This posting is for existing and upcoming vacancies.