Office Assistant & Mailroom Controller presso Heritage Insurance Holdings, Inc.

Corporate Receptionist, Office Assistant & Mailroom Controller

Job Title: Office Assistant
Department: Executive
Reports to: Executive Assistant
Job Type: Full-Time

Job Summary

The Office Assistant plays a key role in ensuring efficient and secure mailroom operations, as well as contributing to a welcoming and professional front-of-house experience. This position is responsible for the accurate processing and handling of incoming and outgoing mail, greeting visitors, and maintaining secure communications with internal staff and on-site security officers.  The role also includes maintaining detailed records, improving mailroom processes under general supervision, and inventory, procurement, and supply management.

Key Responsibilities

• Greet and assist visitors in a courteous and professional manner; ensure proper sign-in procedures are followed.
• Communicate effectively with internal staff and on-site security officers to report concerns, coordinate access, or relay visitor-related issues.
• Sort and process all incoming and outgoing company mail and packages from multiple carriers to include USPS, UPS, FedEx, Amazon, courier service, and various supply vendors.
• Maintain accurate, detailed logs of all mail activity.
• Communicate professionally with internal teams and external vendors.
• Track and manage mailroom supplies and associated costs.
• Uphold confidentiality in handling sensitive documents.
• Provide administrative and clerical support as needed.
• Purchase, organize and distribute office supplies.
• Support the coordination of office events and special projects.
• Identify and troubleshoot mailing or postage issues proactively.
• Assist in developing and refining mailroom policies and procedures.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: 3–5 years of mailroom, reception, or facilities support experience preferred.
• Skills:
  • Strong attention to detail and organizational skills
  • Excellent verbal and written communication
  • Professional and courteous demeanor in all guest interactions
  • Familiarity with USPS, FedEx, UPS regulations and systems
  • Ability to resolve mailing issues efficiently
  • Comfortable working independently and under supervision
• Physical Requirements:
  • Ability to lift and carry mail/packages up to 35–50 lbs

General Information:

All employees must pass a pre-employment background check. Other checks may be needed based on position: driving history, credit report, etc.

The preceding job description has been designed to indicate the general nature of work performed; the level of knowledge and skills typically required; and usual working conditions of this position. It is not designed to contain, or be interpreted as, a comprehensive listing of all requirements or responsibilities that may be required by employees in this job. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Heritage Insurance Holdings, Inc. is an Equal Opportunity Employer. We will not discriminate unlawfully against qualified applicants or employees with respect to any term or condition of employment based on race, color, national origin, ancestry, sex, sexual orientation, age, religion, physical or mental disability, marital status, place of birth, military service status, or other basis protected by law.