Job Description

Assistant Branch Manager, Mailroom Operations

Job Type: Full-Time, On-Site | Schedule: Monday–Friday | Reports To: Branch Manager

Position Overview

Imagenet is seeking a hands-on Assistant Branch Manager, Mailroom Operations to support daily branch operations, including mailroom processing, document preparation, scanning, and imaging.

This working leadership role requires supervisory experience, strong organizational skills, and the ability to coordinate workflows, guide employees, maintain productivity and quality standards, and perform production tasks as needed. The role also serves as the designated backup driver for document pickup and delivery and provides warehouse support when necessary.

Key Responsibilities

Branch Operations & Leadership

• Support the Branch Manager in daily operations, staffing, workflow coordination, production priorities, and service delivery.
• Assign and coordinate tasks based on workload, deadlines, and staffing needs.
• Provide day-to-day guidance, training, coaching, and support to team members.
• Monitor productivity, quality, attendance, punctuality, and compliance with company procedures.
• Serve as the primary backup to the Branch Manager and provide operational coverage during absences.
• Participate in mailroom, scanning, document preparation, and other production activities as needed.
• Promote accountability, teamwork, safety, and continuous improvement.

Mailroom & Scanning Operations

• Oversee incoming mail intake, sorting, research, categorization, and document preparation.
• Perform and support scanning, imaging, outgoing mail preparation, packaging, labeling, and postage activities.
• Monitor production targets, turnaround times, quality standards, and service-level agreements (SLAs).
• Maintain equipment, troubleshoot basic issues, and coordinate repairs when necessary.
• Ensure the work area remains clean, organized, secure, and efficient.

Driving Responsibilities — Designated Backup Driver

• Operate company vehicles for document pickup and delivery between company, client, post office, and other designated locations.
• Provide scheduled or unscheduled driving coverage when the primary driver is unavailable.
• Safeguard confidential documents during transit and maintain required pickup, delivery, and chain-of-custody records.
• Follow delivery schedules, conduct basic vehicle safety checks, and report concerns promptly.
• Maintain a valid driver's license and meet company driving requirements.

Warehouse Support — As Needed

• Receive, move, store, and organize document boxes and other materials.
• Prepare documents for secure shredding and maintain required destruction records.
• Maintain secure storage areas and safely use authorized material-handling equipment.
• Assist with other warehouse and facility activities as operationally required.

Coordination, Compliance & Reporting

• Maintain professional relationships with clients, vendors, carriers, drivers, and internal stakeholders.
• Track operational performance, productivity, quality, and workflow metrics.
• Support reporting and administrative documentation.
• Protect confidential information, including protected health information (PHI), and comply with HIPAA, privacy, security, and safety requirements.
• Escalate operational, employee, client, safety, and compliance concerns to the appropriate leadership.
• Recommend improvements to workflow, efficiency, quality, and service.
• Perform other related duties as assigned.

Required Qualifications

• High school diploma or GED.
• At least 2 years of experience in mailroom operations, document processing, scanning/imaging, production, or a similar environment.
• At least 2 years of supervisory, team lead, or comparable leadership experience.
• Experience providing employee guidance, training, coaching, or operational support.
• Experience in a high-volume, deadline-driven environment with productivity and quality targets.
• Basic proficiency in Microsoft Outlook, Word, and Excel.
• Strong organizational, communication, problem-solving, and time-management skills.
• Attention to detail, accountability, reliability, and commitment to confidentiality and compliance.
• Valid driver's license and willingness to serve as the designated backup driver.
• Ability to successfully complete required background screening.

Preferred Qualifications

• Experience in healthcare, health insurance, claims processing, or another regulated industry.
• Familiarity with document management, scanning, or imaging systems.
• Knowledge of HIPAA and privacy requirements.
• Experience with production metrics, turnaround times, and SLAs.
• Experience in warehouse operations, document storage and destruction, or pickup and delivery routes.
• Experience coaching employees and supporting changing operational needs.

Physical & Operational Requirements

• Ability to work on-site in a fast-paced production environment.
• Ability to stand, walk, and remain active throughout the workday.
• Ability to handle mail, documents, boxes, and production materials, including lifting or moving items weighing up to 60 pounds with appropriate assistance or equipment when required.
• Ability to safely operate authorized mailroom, scanning, warehouse, and material-handling equipment, including ladders when needed.
• Ability to safely operate a company vehicle and meet established deadlines, quality standards, and service expectations.