We are seeking a highly organized, detail-oriented, and reliable Mailroom and Clerical Support Associate to join our publishing operations team. In this role, you will manage the vital hub of our physical communication and document distribution, handling incoming manuscript submissions, author copies, legal contracts, and high-volume press kits. You will balance physical handling tasks with digital administrative precision, sorting massive influxes of mail while providing essential clerical backing to editorial, marketing, and distribution departments. If you possess excellent time-management skills, a professional demeanor, and the ability to handle confidential intellectual property with absolute discretion, this is an outstanding opportunity to support the administrative backbone of our publishing house.

Key Responsibilities
Inbound Mail Sorting & Routing: Receive, log, and accurately sort all incoming mail, courier packages, and physical manuscripts; distribute them swiftly to appropriate editors, agents, or corporate executives.

Outbound Shipping & Distribution: Package, weigh, and apply correct postage for outgoing book samples, author advance copies (ARCs), promotional merchandise, and global marketing materials using automated mailing systems.

Manuscript & Document Logging: Maintain accurate digital databases and logs of received unsolicited manuscripts (slush pile) or requested book proposals, tagging them with entry dates and tracking numbers.

High-Volume Copying & Clerical Support: Operate high-speed digital copy machines, scanners, and binding equipment to prepare editorial files, manuscript packets, legal contracts, and media kits for internal review.

Office Inventory & Supply Replenishment: Monitor stock levels of mailroom supplies (boxes, bubble wraps, envelopes, shipping labels) and general office stationery, creating replenishment requests proactively.

Digital Filing & Scanning: Convert critical physical publishing documents, royalty statements, and signed author agreements into secure digital files, organizing them neatly within the company’s cloud database.

Courier Coordination & Tracking: Act as the primary point of contact for external logistics providers (e.g., DHL, FedEx, VNPost); troubleshoot delivery delays, track missing shipments, and verify monthly billing invoices.

Requirements & Qualifications
Education: High school diploma, GED, or equivalent experience; coursework or a degree in Business Administration, Communications, Literature, or Library Science is a plus.

Experience: 0–2+ years of experience in corporate mailroom operations, administrative clerical roles, library logistics, or general office support services.

Technical Skills:

Proficiency in utilizing standard office productivity suites, specifically Microsoft Office (Word, Excel) or Google Workspace (Docs, Sheets, Drive).

Familiarity with operating digital mailing scales, commercial postage meters, and high-volume multi-function printers/scanners.

Basic understanding of inventory tracking systems, shipping tracking software, and international postage regulations.

Personal Attributes:

Good physical health and stamina; capable of standing for long periods, bending, walking across corporate floors, and lifting heavy boxes of books weighing up to 30–40 lbs.

Sharp attention to detail, ensuring names, department codes, and tracking numbers are cross-referenced perfectly to prevent delivery errors.

Highly reliable, strictly punctual, and self-disciplined, with the ability to manage repetitive administrative tasks independently.

Absolute discretion and integrity when handling highly sensitive intellectual property, unreleased manuscripts, or confidential legal and financial documents.

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