Mailroom Manager

Salary: Competitive

Working Hours: 0800 to 1700 Monday to Friday

Benefits: 25 days holidays + Bank holidays, Health Cash Plan, Discount Shopping, Gym, Days Out, Learning & Development opportunities, Paid Volunteering Days, plus many more.

About EMCOR UK

At EMCOR UK, we revolutionise facilities management by combining our engineering heritage and innovation capability. We prioritise people in everything we do, collaborating closely with our customers to understand all their needs, from the big picture to day‑to‑day operations. Our purpose is to “create a better world at work”. Using our unique insight platform, "One Data World," we harness data‑driven intelligence to make informed decisions, adapting our services to meet our customers’ evolving requirements. This allows us to cultivate an enhanced workplace experience for their teams whilst optimising efficiency, meticulously managing every asset, and minimising their impact on the planet. All supported by our commitment to safety, compliance, and assurance. Our partnering approach empowers our customers to shape a better future.

Role Overview

Location: Osterley, Greater London

Manage and oversee the mailroom, reprographic, goods in and courier service for the Sky Osterley Campus, covering multiple buildings. Ensure service levels are consistently maintained with adequate coverage throughout the operational day. Provide line management for the mailroom team and coordinate supply chain correspondence and activities as required to minimise operational impact. Prepare monthly customer reports and financial details for recharging.

What you’ll do

• Oversee daily mailroom operations including receipt, sorting and distribution of incoming mail and packages.
• Manage outgoing mail, courier services and shipping processes.
• Ensure timely and accurate delivery of internal and external mail/packages.
• Ensure timely and accurate general correspondence process – opening, batching and scanning general correspondence and banking documents into customer systems.
• Manage supply chain partners and third‑party suppliers to meet the requirements of the contract in association with mailroom activities.
• Promote safe working practices and ensure team members receive appropriate health and safety training and adhere to all EMCOR UK systems, policies and procedures.
• Review and maintain SOPs to ensure they are kept up to date.
• Manage service delivery to ensure a consistent, quality service provision to customers and stakeholders.
• Maintain operational awareness of the current workload and status of ongoing and future projects.
• Coordinate courier services and mail providers, investigating and resolving any issues related to deliveries and shipments in a timely fashion.
• Maintain a clean, safe and organised mailroom environment in accordance with EMCOR UK and customer processes and procedures.
• Build a strong relationship with key customers, based upon openness and mutual trust.
• Attend meetings as required/requested, including with the customer to provide updates and feedback as necessary.
• Prepare operational reports on mail/courier volumes, costs and recharges for the monthly customer report and for invoicing.
• Update postage prices on the mailroom till system in accordance with the latest Royal Mail price guide.
• Manage mailroom equipment such as a letter opener, document scanners, X‑ray machines and IT kit, coordinate servicing with supply chain partners to minimise impact to operations.
• Monitor and replenish mailroom supplies including envelopes and packaging material.
• Ensure all required inspections and audits are completed within the set deadlines.
• Ensure the mailroom van is properly maintained, including arranging MOT tests, servicing and repairs in accordance with legal and company requirements and in liaison with EMCOR UK central Fleet Team.

Line Management Duties

• Promote and support staff wellbeing by maintaining a positive and inclusive working environment.
• Ensure staff observe rules and standards and deliver services to the required standards, aligned with processes and procedures.
• Manage planned and unplanned absences, ensuring adequate cover is always in place to maintain the operation.
• Report absences via the EMCOR UK ServiceNow systems and conduct thorough, comprehensive return to work interviews with team members.
• Undertake pro‑active recruitment of qualified staff to meet the requirements of contract performance and service delivery.
• Undertake regular appraisal and progression planning meetings with team members, preparing training plans for the team to ensure competence and development opportunities.
• Monitor performance, providing coaching and support and addressing any shortfalls in performance in accordance with EMCOR UK process.

Responsibilities

• Line management responsibility for the Osterley mailroom team (8 no. team members).
• Management and oversight of supply chain partners associated with Osterley mailroom activities and service delivery.

Who You’ll Be

• Knowledge and experience of mailroom operations in practice and in complex environments.
• Experience in media and broadcast environments advantageous.
• Good knowledge of mailroom operations, associated processes and procedures.
• Familiarity with mailroom systems, software and equipment, including servicing and maintenance requirements.
• An experienced operational leader in business‑critical operational environments.
• Demonstrable knowledge of mailroom standards relating to safe working practices.
• Excellent organisational and people skills.
• The ability to establish, implement and monitor high standards of excellence in areas of quality, safety, operational performance and customer service.
• Competent in the use of programs in the MS Office suite to produce written reports, tracking spreadsheets and presentations.
• Demonstrate a natural leadership style with obvious gravitas and charisma to stand out amongst others and the ability to bring out the best in people.
• Demonstrate empathy with customers, an ability to quickly grasp their needs.
• Possess energy and infectious enthusiasm to motivate and deliver.
• Demonstrate the ability to work in fast paced environments and to tight timescales under pressure, with good decision‑making skills.
• Demonstrable ability to communicate effectively, verbally and on paper/electronically at any level.
• Possess determination and resilience to achieve objectives and targets when faced with challenges and an ability to identify and drive through solutions, even under considerable or sustained pressure.
• Demonstrate a leadership style that includes mentoring and coaching, to encourage the best performance from team members.

Other Factors

There may be a requirement to cover early and late shift patterns with the team to ensure full oversight and adequate coverage of the mailroom team and operation. Confidential information will be accessed and handled as part of the role; no confidential or sensitive information should be shared with any unauthorised person at any time.

At EMCOR UK, we embrace and celebrate diversity in all its forms. We welcome applicants from all backgrounds and experiences, regardless of age, race, gender, sexual orientation, religion, disability, or any other characteristic that makes you unique. We believe that a diverse and inclusive workforce fosters creativity, innovation, and better problem‑solving. We encourage applications from all candidates and are committed to providing equal opportunities for employment and growth, supported by our inclusive policies and practices. Join us in our endeavour to build a culture of mutual respect and equity, a place where every voice is heard, and every individual is championed.

EMCOR UK Benefits

• Industry leading maternity & paternity policies.
• Refer a friend scheme – worth £500 per referral.
• GEMS – Internal recognition scheme with vouchers for Amazon and retail/dining.
• Extensive learning & development opportunities, including opportunities for progression.
• Discount shopping, gym, mobile, family activities, insurance, dining experiences, car leasing and breakdown cover.
• Bike To Work Scheme.
• Health cash plan – Benefits covered include optical, physiotherapy and a health & wellbeing.
• Dental scheme.
• Access to health assessments.
• Employee Assistance Programme – Offering guidance and advice on Personal, Health, Legal and Financial queries.