On-Site Manager

The On-Site Manager is the senior leader responsible for the overall direction performance and day-to-day execution of a large multi-location mail processing and distribution program. This position leads operations supporting a central mail facility satellite mailrooms and approximately 1300 delivery points across roughly 110 buildings with responsibility for an environment processing approximately 2.5 million incoming and outgoing mail and parcel items annually in addition to more than 750000 pieces of internal mail and publications.

As the projects primary operational authority the On-Site Manager directs staffing workflow mailroom production delivery routes quality control reporting safety and continuity of operations. The role provides hands-on leadership to mail clerks and drivers monitors service performance resolves operational issues coordinates substitute coverage and ensures all locations remain fully staffed compliant and operational. This individual also serves as the central point of accountability for maintaining service accuracy meeting delivery timelines managing risks and sustaining a professional customer-focused operation.

Key Responsibilities:

• Remain on-site during all operating hours and provide overall leadership coordination and accountability for daily mail operations.
• Ensure the central mail facility and all satellite mailrooms are adequately staffed fully operational and consistently meeting established service requirements.
• Direct the receipt inspection screening counting sorting processing preparation dispatch pickup and delivery of incoming outgoing interoffice accountable postal and commercial carrier mail and parcels.
• Manage daily staffing assignments workload distribution route coverage and resource allocation in response to fluctuating volumes high-demand periods operational disruptions and logistical challenges.
• Provide qualified substitute coverage for absent managers mail production personnel and drivers within established response timeframes.
• Coordinate additional work hours overtime or weekend support when needed to maintain service levels eliminate backlogs or address unexpected workload demands.
• Oversee daily pickup and delivery routes ensuring schedules service windows and handling requirements are consistently met.
• Maintain continuity of operations by responding promptly to staffing gaps vehicle issues inclement weather equipment problems and other risks that could affect service delivery.
• Serve as the primary operational point of contact for the customer and the central point of accountability for daily performance communication issue resolution and service delivery.
• Build and maintain strong working relationships with customer representatives facility contacts and other stakeholders responding promptly to questions service requests and concerns.
• Identify and report service irregularities performance concerns and operational risks and develop timely corrective action plans to resolve issues and prevent recurrence.
• Develop implement and maintain the Quality Assurance and Control Plan including routine quality reviews performance checks and individual accountability for sorting and delivery personnel.
• Ensure the accurate and timely preparation of operational reports mail volume reports quality assurance documentation parcel activity reports and other required performance data.
• Monitor employee performance conduct customer service safety security housekeeping identification requirements and completion of required training.
• Enforce compliance with applicable postal regulations organizational procedures safety practices security requirements and established operating standards.
• Supervise and coach mail clerks drivers and other operational personnel providing direction feedback training and performance support.
• Participate in pre-launch onboarding and operational phase-in activities ensuring personnel vehicles access credentials equipment and procedures are ready for full performance on the first day of operations.

• At least five years of hands-on experience in mail center postal distribution logistics or a closely related operational environment.
• At least five years of supervisory or management experience leading frontline staff in a high-volume deadline-driven operation.
• Demonstrated experience overseeing mail processing sorting accountable mail parcel handling delivery routes and daily production workflows.
• Proven ability to manage staffing levels employee schedules substitute coverage workload balancing and continuity of operations.
• Experience supervising mail clerks drivers or similar operational personnel and addressing performance conduct training and customer service issues.
• Strong working knowledge of postal regulations mail handling procedures safety practices chain-of-custody requirements and quality control processes.
• Ability to prepare and review operational reports production data quality documentation corrective action plans and performance metrics.
• Strong problem-solving skills with the ability to identify operational risks resolve service disruptions and implement timely corrective actions.
• Excellent communication and interpersonal skills including experience serving as the primary point of contact for customers and senior stakeholders.
• Ability to work on-site in Gaithersburg MD daily throughout established operating hours and support additional hours when necessary to maintain service continuity.
• Ability to successfully complete required background screening identity verification access credentialing and security training.
• Proficiency with standard office software electronic tracking systems and mail or parcel management applications.

Preferred Qualifications:

• Experience managing centralized mail operations supporting multiple facilities delivery routes or a large institutional campus.
• Experience overseeing high-volume USPS commercial carrier accountable interoffice and publication distribution activities.
• Familiarity with quality assurance programs independent performance reviews route accountability and continuous improvement practices.
• Experience managing contractor-furnished vehicles delivery operations or fleet continuity requirements.
• Previous responsibility for launching transitioning or stabilizing a large operational services program.

HeiTech Services is an Equal Opportunity Employer. We consider all qualified applicants without regard to race color religion sex (including pregnancy sexual orientation and gender identity) national origin age disability veteran status or any other protected status under applicable law.

If you require a reasonable accommodation during the application process please contact us at

HeiTech Services may utilize technology-assisted tools including artificial intelligence to support the review of application materials. These tools are used to enhance efficiency; however all hiring decisions are made by human reviewers in accordance with federal hiring guidelines.