Mail Services Associate

For more than 50 years ICF has partnered with organizations across the globe on complex high-impact projects-growing and evolving along the way. We are seeking a Mail Services Specialist to join our Global Real Estate & Facilities team and support mail operations across more than 50 ICF locations.

This position plays a critical role in efficiency and accuracy of shipping receiving and mail distribution services at our Reston VA headquarters. This role is an on-site position reporting to the Manager of HQ Mail Services & Facilities.

Mail Services Specialist-Key Responsibilities:

Mail Handling & Distribution

• Receive sort and distribute all incoming USPS overnight courier and parcels on the same business day of receipt.
• Identify and resolve issues related to misaddressed returned or undeliverable mail.
• Collect outgoing mail from designated mail stops and ensure correct postage is applied prior to dispatch.

Shipping & Logistics

• Process shipping requests prepare outgoing domestic and international mail/packages.
• Coordinate with customs and shipping vendors to clear international shipments as required.
• Maintain strong working relationships with shipping partners including FedEx USPS and DHL.

Customer Service & Communication

• Provide clear and timely communication with employees at all levels including on-site hybrid and remote staff.
• Respond promptly and professionally to urgent or time-sensitive mail/shipping requests.

Inventory & Operations

• Ensure both the mailroom and floor copy/printer stations are adequately stocked with necessary supplies.
• Collaborate closely with the Facilities team to support day-to-day operations.

Administrative Duties

• Process invoices and purchase order receipts accurately and in accordance with company policies and procedures.
• Organize maintain and retrieve files to ensure accurate and uptodate departmental records.
• Perform data entry and prepare basic reports and spreadsheets to support operational and financial tracking.

Basic Qualifications:

• High School diploma or equivalent (preferred).
• Minimum 5 years of experience corporate mail services including hands-on work with mail handling shipping logistics vendor coordination and internal customer experience.
• Ability to stand bend lift and move packages weighing up to 50lbs on a regular basis.

Required Qualifications & Skills:

• Demonstrated hands on knowledge of shipping processes mailroom operations and domestic and international packages handling.
• Proven ability to manage multiple tasks prioritize requests and maintain accuracy in all mail and shipping activities.
• Strong written and verbal communication across all levels to support professional interactions with employees vendors and partners.
• Ability to work effectively with cross-functional teams specifically Facilities Reprographics and Corporate Business Services.
• Strong working knowledge of Microsoft Office; including but not limited to Word Outlook Excel PowerPoint and SharePoint. Ability to create track and update documentation and communications.
• Other duties assigned required to support the department.

Working at ICF

Pay Range - There are multiple factors that are considered in determining final pay for a position including but not limited to relevant work experience skills certifications and competencies that align to the specified role geographic location education and certifications as well as contract provisions regarding labor categories that are specific to the position.

The pay range for this position based on full-time employment is: