Supervisor, Mail Operations- Night shift

Job Summary: 

The Mail Operations Supervisor will be responsible for supervising the production floor, working closely with the Mail Operations Manager, Site Manager, or Director of Operations to ensure efficient scanning and sorting of all mail according to company guidelines. This role involves leadership of the mail operations team, overseeing staffing schedules, optimizing time management, achieving key performance metrics, ensuring safety and quality control standards, and driving continuous process improvements and operational excellence across the organization. The Supervisor will collaborate with the Site Manager to fulfill customer orders promptly, manage daily operations for optimal efficiency at minimal cost, and execute tasks delegated by the Mail Operations Manager or Director of Operations.

Duties / Responsibilities:

• Improve management systems, processes, and best practices to optimize performance.
• Achieve departmental objectives by effectively organizing and overseeing work processes.
• Perform manual inspection of printed materials and trays before removing and sleeving them from the conveyor.
• Assist on the production line as needed to ensure smooth operations.
• Adhere to and enforce company safety standards to maintain a safe work environment.
• Report all safety concerns to the department manager.
• Create and promote an environment of clear, open, and positive communication.
• Partner with other departments to maintain job schedules and exceed customer expectations.
• Enforce company systems, policies, and procedures consistently.
• Ensure all activities are carried out efficiently and cost-effectively.
• Conduct regular associate performance reviews, engage in feedback discussions, and identify training or development needs.
• Support associate growth through learning and development opportunities, coaching, corrective actions, and progressive discipline.
• Perform quality checks and monitor production KPIs to maintain high standards.
• Maintain assertive and clear communication with other members of management and mail operations team leaders.
• Recognize and propose process improvements in the production area.
• Collaborate with the Site Manager, Safety Manager, and other team members to enhance performance and safety practices.
• Maintain accurate records of staff attendance, coaching sessions, and performance-related documentation.
• Perform general warehouse tasks and other duties as assigned.

Required Skills and Competencies:  

• Strong knowledge of production workflows with expertise in resource allocation and process optimization.
• Proficient in quality assurance procedures to maintain company standards.
• Thorough understanding of workplace safety regulations with the ability to enforce protocols effectively.
• Familiarity with production management systems and relevant software tools.
• Skilled in tracking and analyzing key performance indicators (KPIs) to drive efficiency.
• Exceptional attention to detail and commitment to quality control.
• Collaborative and team-oriented attitude with a focus on fostering a productive and safe work environment.
• Effective delegation skills to assign and manage tasks efficiently.
• Reliable and responsive to management direction, with the ability to follow instructions accurately.

Education and Experience:

• High school diploma or GED
• Associate or bachelor’s degree in business administration, operations management, logistics, or a related field is preferred but not required.
• Relevant certifications (e.g., OSHA safety certification, Lean Six Sigma, or project management) is preferred, especially in production or warehouse environments
• 2–5 years of experience in a supervisory or team lead role, preferably in a production, warehouse, or operations environment.
• Experience in managing teams, overseeing workflows, and enforcing safety standards.
• Proven track record of improving efficiency, quality control, and meeting performance targets.
• Familiarity with production management systems or related software.
• Experience in mail processing is preferred.

Performance Measures:

• Safety records
• Quality results
• Cleanliness of work areas
• Time management/attendance
• Completion and acceptable result of scheduled training
• Completion of assigned goals by the end of each year
• Safeguard all Compliance Regulations (HIPPA, PHI, Financial Data, Security, etc.)
• Employee engagement
• Labor utilization
• On-time project delivery
• Team performance
• Departmental growth and development
• Employee satisfaction
• Employee turnover

Physical Requirements and Working Conditions:

• Lifting requirements of up to 30-50 pounds at a time. 
• Prolonged periods of standing at workstation.
• Extended periods of focused reading of mail pieces and labels.
• Must be able to continuously stand, walk, reach, extend, bend, stoop, and squat throughout the shift.
• Will be exposed to a loud noise environment.
• May be exposed to dust.
• Extended work shifts may be required due to business needs and the flexibility to cover other shifts and work weekends or overnights are required.