Mailing Database Coordinator

Company Description

RRD is a leading global provider of marketing, packaging, print, and supply chain solutions that elevate engagement across the complete customer journey. The company offers the industry’s most trusted portfolio of creative execution and world-wide business process consulting, with services designed to lower environmental impact. With 22,000 clients, including 93% of the Fortune 100, and 32,000 employees across 28 countries, RRD brings the expertise, execution, and scale designed to transform customer touchpoints into meaningful moments of impact.

Job Description

- Handles all aspects of mail planning and classification of mail. Includes processing customer mail files, providing documentation to USPS, estimating and planning job-specific mailings. Provides direction for fulfillment and freight planning. Provides customer-specific reports to customers, billing and customer service. 
- Performs manual and clerical duties related to the shipment and receipt of materials, supplies, equipment and finished products shipped via internal freight fleet or third party LTL carrier. This position is the central point of contact for the plant for all matters regarding the United States Postal Service, Canada Post Corporation, and international postal mail handlers and how they affect our products and services. This position requires the skills to be able to research, analyze, educate, and communicate on the subject of postal regulations and issues. This position will verify that mail pieces produced by the plant adhere to postal regulations in form design, mail sorting, and preparation in packaging. 
- Maintain a complete understanding of the USPS Domestic Mail Manual and how the regulations affect the products we offer and our clients. Communicate with the USPS to stay abreast of current and future developments affecting our business. 
- Provide leadership to the facility with regard to USPS rates, regulations, specifications, and other postal issues. 
- Act as a liaison between the plant and the local Postal Service. 
- Utilize appropriate training materials, including guidelines, checklists, and other job aids, and conduct training classes as regulations and processes change. 
- Utilize, review, and monitor departmental Postal Certification. 
- Communicate with mailing industry people and other major mailers to stay abreast of current and future developments affecting our business. Actively participate in local, regional, and national meetings (PCC meetings, National Postal Forums, regional Mailers meetings, etc.). 
- Utilize marketing/sales information on our postal capabilities. Assist in designing mail pieces and brochures that demonstrate our various capabilities. 
- UPS and Fed-Ex contact for upgrades and batching. 
- Maintain a complete understanding of DynaMail, Monticello, Postage Db, Mail Db, and EntryDb along with Postal One. 
- Maintain the necessary files and documentation. 
- Perform activities related to load planning of outbound trucks to meet customer delivery requirements and cost parameters. 
- Utilize small hand tools and operates material handling equipment including forklifts, skids, pallet handlers, hand trucks, etc. to stage materials and load trucks. 
- Typical shipping activities include checking goods against shipping documents and authorizations. 
- Pack goods for shipment according to specifications, equipment characteristics, transportation methods, and routes. 
- Verify identification and quality of product, prepare bills of lading, post weight and shipping charges, stamp, stencil or attach information and shipping instructions on containers, load shipment onto trucks, and maintain inventory of cartons, tapes, crates, clamps, foam and other packing material. 
- Check incoming materials against bills of lading, packing slips, etc., verifying nomenclature, identification, and quantity of the materials. Maintaining records of goods received and damaged goods. 
- May be tasked with performing ancillary duties related to Production Expediting coordinating the movement of materials throughout the plant. 
- Assists Supervisor- Production Planning as needed. 
- Complete special projects or perform other duties as requested.

Qualifications

- Must have good oral and written communication skills sufficient to provide routine information, answer inquiries and/or refer calls.
- Requires good organizational skills, attention to detail and ability to solve problems related to duties of the job.
- Must be able to work weekends and holidays.
- BA or BS degree preferred experience may be considered in lieu of degree.
- Requires good knowledge of general/standard administrative/manufacturing operations procedures and methods to successfully complete the duties of the job.
- Must have general knowledge of technology to include computers and software programs such as MS Office or MAC word processing, spreadsheets or other programs related to the print manufacturing process or administrative support.
- Assist in leading the planning and implementation of the direct mail projects.
- Facilitate the definition of project scope, goals and deliverables.
- Plan and schedule project timelines.
- Track project deliverables using appropriate tools and analyze the environment so production can align with the USPS and meet customers’ expectations.
- Constantly monitor and report on progress of the project in Mail Plan and regularly scheduled meetings.
- Communicate effectively with the President, General Manager, the Production Manager, the Sales Team, and the Production Team, informing and updating them regularly to guarantee that sales objectives and client objectives are met.
- Receives data files from clients, checks them for validity, and formats them for importing to Mail Manager.
- Runs data verification (CASS and NCOA), and prepares files for ink jet and/or laser imaging.
- Provides postage estimates to clients and keeps track of payments received.
- Balances the account for BT’s permit at the Post Office.
- Assists bindery and shipping with administrative tasks when possible.
- Handles mail piece design questions, checks permit and non-profit status with the Post Office.
- Keeps up with changes in automation and addressing requirements.
- Checks client art (mailing panels) for meeting the various regulations for type and postage rate claimed.
- Gets Resident list counts and orders Resident, Demographic, and specialty lists.
- Light programming, such as geocoding – which isn’t really programming, but requires being competent with Access queries.
- Assists sales with customer questions/needs.
- Conducts mailing presentations
- Performs job cost analysis in our mailing/bindery department and provides direction on best practices.
- Assists with the implementation of any process change or enhancement in the mailing/bindery department.
- A resource for estimating
- Computer Database knowledge utilizing BCC, USPS uploads/dashboard, FoxPro, Excel, Word, Google Sheets, Google Docs, etc.
- Presort mailing data.
- Standardize data for USPS uploads
- Print mailing paperwork
- Submit postal confirmations
- Update EPS for RRD
- Purchase stamps at post office
- Work closely with inkjet operator

Additional Information

The salary range for this role at the noted RRD location is $22.41 - $31.99 hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include  overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

All your information will be kept confidential according to EEO guidelines.

RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.