Mailroom Associate

About Us

At Castelan we are the UK’s leading furniture repair experts and provide insurance, commercial and furniture care solutions tailor made that are trusted to meet the needs by the country’s top retailers, insurers, manufacturers, and leisure companies. We are building a dynamic team where every contribution matters from seasoned professionals whose expertise guide us, to bright new minds bringing fresh perspectives. If you are looking for a rewarding career where you can make a tangible difference, and where you will be part of a welcoming team that values personal development, honesty and trust and innovation, we invite you to explore opportunities with us. Join our community, grow with us, and help us continue to bring comfort and quality to homes and businesses across the UK.

Role Purpose

Reporting to the Mailroom Supervisor, the Mailroom Associate is responsible for the efficient and accurate handling of all incoming and outgoing mail, parcels, and deliveries within the office environment. This role plays a vital part in ensuring smooth office operations and excellent customer service.

Key Duties

• Mail Handling: Receive, sort, and distribute incoming mail (letters, packages, courier deliveries) to the appropriate recipients. Prepare outgoing mail for dispatch, including postage and appropriate packaging. Manage courier services, including booking collections and tracking deliveries. Maintain accurate records of all incoming and outgoing mail. Ensure all internal post is collected and delivered accurately within the agreed time limits.
• Parcel Handling: Receive, inspect, and sign for all incoming parcels. Ensure parcels are delivered to the correct recipients promptly. Handle any damaged or undeliverable parcels according to company policy.
• Office Support: Maintain the cleanliness and orderliness of the mailroom area. Assist with other office support tasks as required, such as photocopying, mail merges, and stationery supplies. Assist with the ordering, dispatch and stock control of all stationery. Use the telephone including placing/checking orders and taking messages accurately. Assist other departments when necessary, with the movement of stock, furniture etc. Provide excellent customer service to all staff members.
• Health And Safety: Adhere to all health and safety regulations, including manual handling guidelines. Ensure the safe and secure handling of all mail and parcels.
• Day To Day: Operate envelope inserting and franking machines. Undertake all other duties of the Post room as required by the department Supervisor or Contact Centre Manager. Checking of all parts received to ensure they are correct and undamaged. Re-packaging of parts. Sending of parts. Tracking missing parts for the Claims/Logistics departments. Organising scheduled pickups of parts. Day to day lifting and managing of parts. Speaking to and using couriers to send and receive parts. Ordering of certain parts i.e., spring cages, cardboard boxes for mechanisms and electrics. Storing of parts.

Knowledge of computerised Courier dispatch systems

Skills

• Technical Skills: Basic Computer Literacy: Ability to use computers for various tasks such as data entry, internet research, and navigating different software programs, such as Microsoft Excel, Word, Outlook, and 365 Packages. RW Claims Software: Understanding and the ability to use our in-house claims system. Mailroom Knowledge: Previous experience in a mailroom or logistics environment. (Desirable, but not essential) Full clean driving licence. (Desirable, but not essential)
• Soft Skills: Excellent Communication Skills: The ability to communicate with team members, customers, external parties and other departments clearly and concisely is crucial. This includes written and verbal communication, as well as active listening skills. Problem-Solving Skills: Mail room can deal with a variety of issues. Associates need to be able to think critically, analyse situations, and develop solutions. Adaptability: The ability to adapt to change and new situations is essential.

Core competencies

A standard of behavioural and technical competencies required of all job roles to help the organisation to achieve a level of excellence.

• Behavioural: Takes Initiative. Leads by Example. Seeks to Add Greater Value. Takes Personal Responsibility. Strengthens Relationships Internally and Externally. Generates Enthusiasm and Energy. Treating Customers Fairly.
• Technical: Client Management. Resource Management. Task Management. Attention to Detail. Systematic Thinking. Knowledge of Systems & Procedures & Castelan Products.

How to apply

To apply for this role, please submit your CV and a cover letter outlining your relevant experience and qualifications through the platform by close of business Tuesday 20 May 2025. You can apply through our Careers page. Applications via Indeed will not be monitored.