Mailroom and Facility Specialist

We are seeking our next new team mate at IST Management in Toronto! The Mailroom and Facility Specialist will primarily be responsible for providing a variety of Corporate Mailroom and Support Services to include receiving insurance and other checks processing checks by creating logs in Excel and delivering to Accounting the same day preferably by 11:00am. The Office Specialist is additionally responsible for providing backup Reception duties as needed. Ideal candidates will have prior customer service or related experience possess a customer service and professional mindset are willing to train and are ready to grow in their office services career!

About Us

IST Management is a business process outsourcing company. We have over 1800 employees and have been in business for over 25 years with operations in over 38 cities across the U.S. We provide a range of services geared toward litigation and corporate office support including e-Discovery services such as processing hosting court reporting collections/forensics managed review and managed services. IST Management is a Relativity Certified Provider. We also provide a full range of facilities management and office services.

Weve been recognized as one of the fastest-growing companies in the U.S. as a winner of the Nations Best & Brightest Companies to Work For as well as the HR Professional Excellence Award from the Society for Human Resource Management. We are proud to belong to the Military Spouse Employment Partnership through our nations Department of Defense and have committed to Hiring Our Heroes mission to hire 100000 active and former service members in 2021. IST Management has also been included in the INC 5000 list!

Check out for more info on us!

Compensation: Direct hire salaried position $35000.00-37000.00 CAD per year (DOE)

Schedule: Monday-Friday 8am-5pm (weekends upon request)

• Mailroom Reception and Administrative Operations
• Receive log and deliver incoming mail and packages using ISTs tracking system.
• Process outgoing mail: weigh meter and prepare for Canada Post/FedEx
• Log and submit cheques to accounting daily.
• Maintain certified mail logs discrepancy logs and postage reports.
• Order and manage office supplies.
• Maintain employee database and mail distribution & dispatched.
• Ensure same-day processing and delivery of all mails.
• Greet and assist visitors and employees with professionalism and courtesy.
• Manage phone lines and direct calls appropriately.
• Maintain visitor logs and security access (Lenel system).
• Keep reception area organized and presentable.
• Provide reports on call volumes and visitor traffic.
• Manage all internal software used in performing tasks.
• Create and revise SOPs for new or updated processes.
• Complete IST training modules.
• Coordinate work orders with facilities team and ensure all work orders are tracked.
• Act as an admin support to Corporate Services via E-mail and chat.
• Act as backup for Reception and Supervisor roles when needed.
• Communicate to the Corporate Service Manager as needed.
  

• Strong organizational and communication skills
• Ability to multitask and adapt to interruptions
• Experience in mailroom reception or administrative support preferred
• Moderate skill level in Microsoft Outlook Word and Excel
• Friendly professional demeanor with a customer service mindset
• High school diploma or equivalent
• Professional appearance and demeanor
• Excellent communication skills both verbal and written
• Ability to effectively work individually or in a team environment
• Competency in performing multiple functional tasks
• Ability to meet employers attendance policy
• A valid drivers license and/or access to reliable transportation to and from work
• Able to legally work in Canada without sponsorship
• Strong attention to details and date input
• Physical Requirements:
• Walking for extended periods of time
• Standing for extended periods of time
• Typing on a keyboard
• Must be able to lift and carry weights up to 50 lbs
• Reaching stooping and bending

• Working Conditions:
• Typical for an office environment.
• May be exposed to loud noises emanating from duplication equipment.
• May be exposed to temperature variations and vehicle emissions in loading dock environments.

IST provides reasonable accommodations to individuals with a disability in accordance with applicable law in both the application and employment stages. If you require any accommodation in completing your application for employment please inform the National Director of Talent Acquisition Sydney Ayers by following this link for direct contact information.

Please respect individuals reaching out about accommodations by utilizing the contact information only for this purpose or for assistance with your submission. You will receive correspondence from your local IST Management hiring team regarding your application submission and status if you were able to do so successfully.

All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin disability or status as a protected veteran.