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Mail Associate Level 1
emergiTEL is hiring a Mail Service Associate. This is a Contract role.
Location: Scarborough, Ontario
Duration: Till December 31st 2026
Pay: $18.75/hr
Job Description: The Mail Service Associate is responsible for the processing, preparation, digitization, distribution, and tracking of physical and electronic documents within digital mail operations. The role combines mailroom operations, document processing, scanning, data entry, indexing, quality assurance, and customer support activities while ensuring compliance with service levels, privacy requirements, and operational procedures.
Key Responsibilities
Mailroom Operations
Vacancy Status / Statut du poste
This is an active position currently open for hiring. / Ce poste est activement ouvert au recrutement.
Use of Artificial Intelligence / Utilisation de l'intelligence artificielle
No artificial intelligence (AI) is used in the screening or selection process. All applications are reviewed by our recruitment team. / Aucune intelligence artificielle (IA) n'est utilisée dans le processus de présélection ou de sélection. Toutes les candidatures sont examinées par notre équipe de recrutement.
Equal Opportunity / Égalité des chances
emergiTEL is committed to creating a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of background. Hiring decisions are based solely on skills, experience, and qualifications relevant to the role. / emergiTEL s'engage à créer un milieu de travail diversifié et inclusif. Nous accueillons les candidatures de toutes les personnes qualifiées, quel que soit leur parcours. Les décisions d'embauche sont basées uniquement sur les compétences, l'expérience et les qualifications pertinentes pour le poste.
Location: Scarborough, Ontario
Duration: Till December 31st 2026
Pay: $18.75/hr
Job Description: The Mail Service Associate is responsible for the processing, preparation, digitization, distribution, and tracking of physical and electronic documents within digital mail operations. The role combines mailroom operations, document processing, scanning, data entry, indexing, quality assurance, and customer support activities while ensuring compliance with service levels, privacy requirements, and operational procedures.
Key Responsibilities
Mailroom Operations
- Receive, sort, and process inbound mail including Canada Post, courier, registered, accountable, and interoffice mail.
- Prepare and dispatch outbound mail, registered mail, and courier shipments.
- Track accountable mail and shipments using approved tracking systems.
- Maintain chain-of-custody procedures for sensitive and confidential documents.
- Perform mail preparation, batching, sorting, envelope processing, and special handling requests.
- Support the transportation and movement of mail between operational areas and client locations.
- Open, prepare, and sort incoming mail for scanning and digital capture workflows.
- Remove staples, clips, and other fasteners from documents.
- Prepare document batches according to operational procedures.
- Identify document types and route materials appropriately.
- Separate confidential, priority, and exception items for specialized processing.
- Ensure all documents meet image quality and indexing requirements.
- Operate high-volume scanning and imaging equipment.
- Scan physical documents into electronic repositories.
- Verify image quality, readability, completeness, and orientation.
- Rescan documents when required to meet quality standards.
- Process exception items requiring manual intervention.
- Maintain productivity and throughput targets.
- Enter data accurately from scanned documents, forms, and correspondence.
- Record customer, policy, claim, financial, and transaction information into approved systems.
- Verify data accuracy and completeness.
- Correct indexing and classification errors.
- Perform double-key verification activities as required.
- Meet established production and accuracy standards.
- Review scanned images and indexed records for accuracy.
- Validate document classifications and metadata.
- Identify and escalate image quality, data integrity, and workflow issues.
- Participate in audits and continuous improvement initiatives.
- Ensure compliance with customer requirements and operational procedures.
- Respond to operational inquiries and service requests.
- Maintain production logs and tracking records.
- Complete daily reporting and workflow documentation.
- Participate in team meetings and process improvement initiatives.
- Support special projects and backlog reduction activities.
- Safely operate mailroom and scanning equipment.
- Perform routine equipment inspections and cleaning.
- Report equipment issues promptly.
- Maintain clean, organized, and secure workstations.
- Follow all workplace health and safety procedures.
This is an active position currently open for hiring. / Ce poste est activement ouvert au recrutement.
Use of Artificial Intelligence / Utilisation de l'intelligence artificielle
No artificial intelligence (AI) is used in the screening or selection process. All applications are reviewed by our recruitment team. / Aucune intelligence artificielle (IA) n'est utilisée dans le processus de présélection ou de sélection. Toutes les candidatures sont examinées par notre équipe de recrutement.
Equal Opportunity / Égalité des chances
emergiTEL is committed to creating a diverse and inclusive workplace. We welcome applications from all qualified individuals regardless of background. Hiring decisions are based solely on skills, experience, and qualifications relevant to the role. / emergiTEL s'engage à créer un milieu de travail diversifié et inclusif. Nous accueillons les candidatures de toutes les personnes qualifiées, quel que soit leur parcours. Les décisions d'embauche sont basées uniquement sur les compétences, l'expérience et les qualifications pertinentes pour le poste.