How to hire a mailroom associate

How to hire a mailroom associate, step by step

Here's a step-by-step mailroom associate hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a mailroom associate job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new mailroom associate
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The mailroom associate hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A mailroom associate's background is also an important factor in determining whether they'll be a good fit for the position. For example, mailroom associates from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   This list shows salaries for various types of mailroom associates.

   Type of Mailroom Associate	Description	Hourly rate
   Mailroom Associate		$12-19
   Office Services Clerk	An office services clerk is a professional employee who performs a multitude of administrative tasks as well as office maintenance duties of an organization. Office services clerks are required to maintain an inventory of office supplies as well as purchase and distribute office supplies to all employees when needed... Show more	$11-16
   Insert Operator	An insert operator's job is to set up, maintain, and troubleshoot the insert machine to produce accurate work on a timely basis. The operator conducts quality checks and performs other tasks whenever needed as he/she works with one or more machines from time to time depending on workload and date of delivery (DOD)... Show more	$12-19

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Safety Procedures
   • Customer Care
   • USPS
   • Production Environment
   • Courier Packages
   • Time-Sensitive Material
   • Delivery Truck
   • Office Equipment
   • DHL
   • Postage Meter
   • Courier Services
   • Data Entry
   • Fax Machines
   • Mailroom Operations

   Check all skills

   Responsibilities:

   • Manage files, prepare lobby monitor presentations using Microsoft PowerPoint.
   • Perform periodic collections with USPS mail to be meter via postage machine.
   • Provide customer service by processing FedEx and USPS packages.
   • Perform collating, binding and duplicating tasks involve in an organization.
   • Meter postage to mail collect from various units within Cuna.

   More mailroom associate duties

3. Make a budget

   Including a salary range in your mailroom associate job description helps attract top candidates to the position. A mailroom associate salary can be affected by several factors, such as geography, experience, seniority, certifications, and the prestige of the hiring company.

   For example, the average salary for a mailroom associate in Arizona may be lower than in Hawaii, and an entry-level mailroom associate usually earns less than a senior-level mailroom associate. Additionally, a mailroom associate with certifications may command a higher salary, and working for a well-known company or start-up may also impact an employee's pay.

   Average mailroom associate salary

   $15.35hourly

   $31,934 yearly

   ---

   Entry-level mailroom associate salary

   $25,000 yearly salary

   Updated January 22, 2026

   Average mailroom associate salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$39,410	$19
   2	California	$36,561	$18
   3	New York	$35,593	$17
   4	Maryland	$35,512	$17
   5	Michigan	$34,990	$17
   6	Rhode Island	$34,934	$17
   7	Oregon	$34,740	$17
   8	Ohio	$34,703	$17
   9	Pennsylvania	$34,358	$17
   10	Texas	$33,500	$16
   11	Utah	$33,470	$16
   12	Illinois	$33,122	$16
   13	Minnesota	$33,064	$16
   14	Kansas	$32,827	$16
   15	New Jersey	$32,693	$16
   16	North Carolina	$32,553	$16
   17	Iowa	$32,518	$16
   18	Indiana	$32,480	$16
   19	Tennessee	$32,418	$16
   20	Oklahoma	$32,363	$16

   Average mailroom associate salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	UST Global	$46,809	$22.50
   2	Xerox	$39,960	$19.21
   3	EXL	$39,241	$18.87	2
   4	CTG	$36,993	$17.79	2
   5	Matrix Absence Management, Inc.	$36,835	$17.71
   6	Highmark	$34,635	$16.65	1
   7	Ricoh	$32,964	$15.85	10
   8	Klein Tools	$32,920	$15.83
   9	Aerotek	$31,746	$15.26	9
   10	Medlogix	$31,702	$15.24
   11	Adecco	$31,501	$15.14	10
   12	Cushman & Wakefield	$31,287	$15.04	34
   13	The Reserves Network	$31,051	$14.93	2
   14	Benchmark Human Services	$31,049	$14.93	1
   15	ManpowerGroup	$30,744	$14.78	23
   16	IST Management	$30,528	$14.68	25
   17	Computershare	$30,065	$14.45
   18	Millennium Group	$29,753	$14.30	32
   19	Exela Technologies	$29,750	$14.30	1
   20	Robert Half	$29,728	$14.29	130

4. Writing a mailroom associate job description

   A mailroom associate job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. To help get you started, here's an example of a mailroom associate job description:

   Mailroom associate job description example

   Under supervision comply with cGMP, current SOP, Safety and environmental guidelines. Perform the receiving and distributing of small packages delivered by courier services (Fedex, UPS, DHL, USPS, etc.). The position requires sorting and distribution of incoming, outgoing, and interoffice company mail and correspondence. Process small packages for shipping via courier services (FedEx, UPS, etc.). Work as an effective team member to ensure department and company business needs are met. Gem Car and company truck operation required.
   
   + Receive incoming and outgoing mail or parcels, and sort by delivery priority and type of processing.
   
   + Pick up and deliver mail, interoffice correspondence, facsimile transmittals, and the like to pre-established drop/pickup areas, and offices following established time schedule.
   + Process outgoing small packages via courier service (FedEx, UPS, DHL, etc.).
   
   + Log and distribute small packages (Non-stock) to internal customers delivered (FedEx, UPS, DHL, Office Depot, etc).
   
   + Comply with cGMP, EHS guidelines, and all SOP's assigned to the position. Maintain warehouse housekeeping in excellent conditions.
   
   + Maintain all logs or other required controls on a daily basis, ensuring the accuracy and timely posting of the entries.
   
   + Perform data entry functions by receiving non-stock small packages in JDE; once item and quantity has been verified.
   
   + Operate heavy equipment (Gem Car / Truck) to deliver small packages, interoffice correspondence, and request made by internal Noven customers.
   
   + Performs other duties as assigned, some of which may be essential to the job.
   
   Competencies:
   
   Education / Experience:
   
   Minimum GED education, High School diploma preferred. Good written and verbal communication skills. Individual must be organized, detail oriented, and able to follow directions and procedures with minimum supervision. Must be computer literate and proficient in MS Word, Excel, MRP and Outlook. Must have a valid Florida state driver's license and able to operate Gem Car or company truck. Have an internal and external customer orientation; willingness to learn and effectively practice new methodologies and technologies.
   
   Judgment / Decision Making:
   
   Perform duties independently per procedure and general direction, with periodic review of assignments.
   
   Work Environment:
   
   Warehouse environment with exposure to chemicals, fumes, high places, and moving parts. Nature of duties performed could result in injuries due to carelessness.
   
   Physical Demands:
   
   Frequently required to lift and carry up to 50 pounds. Individual is required to stand for long periods at a time; while stooping and bending. Ability to work in a fast paced environment.
   
   ID: 2022-1870
   
   External Company Name: Noven Pharmaceuticals
   
   External Company URL: www.noven.com
   
   Street: 11960 SW 144th Street
   
   FLSA Status: Non-Exempt
   
   Work Shift: 1st Shift

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right mailroom associate for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your mailroom associate job on Zippia to find and recruit mailroom associate candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   To successfully recruit mailroom associates, your first interview needs to engage with candidates to learn about their interest in the role and experience in the field. You can go into more detail about the company, the role, and the responsibilities during follow-up interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new mailroom associate

   Once you've decided on a perfect mailroom associate candidate, it's time to write an offer letter. In addition to salary, it should include benefits and perks available to the employee. Qualified candidates may be considered for other positions, so make sure your offer is competitive. Candidates may wish to negotiate. Once you've settled on the details, formalize your agreement with a contract.

   You should also follow up with applicants who don't get the job with an email letting them know that you've filled the position.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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