Production Specialist

The Production Specialist is responsible for the daily operations of the production room, ensuring the accurate receipt, processing, tracking, distribution, and shipment of all incoming and outgoing materials. This role supports operational efficiency through mail handling, package management, document processing, inventory control, and administrative support. The ideal candidate is highly organized, detail-oriented, resourceful, and able to manage multiple priorities Essential Duties and Responsibilities Mail & Document Processing Receive, sort, and distribute incoming mail and correspondence. Open, review, and route mail to appropriate departments. Scan and electronically distribute incoming notices, documents, and correspondence. Ensure timely processing of government notices, tax documents, and client correspondence. Maintain accurate records of scanned and distributed documents. Organize and archive physical and electronic records as needed. Outgoing Mail & Shipping Prepare and process outgoing mail, certified mail, and courier packages. Coordinate FedEx, UPS, USPS, and other carrier shipments. Generate shipping labels and required documentation. Ensure packages are prepared accurately and shipped within required deadlines. Track outgoing shipments and resolve delivery issues. Maintain shipping records and proof of delivery documentation. Package Management & Tracking Receive and log incoming packages and deliveries. Track and document package movement and delivery status. Notify recipients of package arrivals and coordinate distribution. Investigate lost, delayed, or damaged shipments. Maintain package tracking reports and inventory logs. Supply & Inventory Management Monitor inventory levels of office supplies, shipping materials, and production room equipment. Place supply orders and maintain relationships with vendors. Receive and organize supply deliveries. Conduct periodic inventory counts and maintain inventory records. Ensure adequate stock levels while managing costs effectively. Identify opportunities for process improvements and cost savings. Production Room Operations Maintain organization and cleanliness of the production room. Operate and maintain office equipment including scanners, postage equipment, printers, folding machines, and copiers. Troubleshoot minor equipment issues and coordinate repairs when necessary. Ensure compliance with company policies regarding document handling, confidentiality, and security. Assist with large-scale mailing projects and special production requests. Support company-wide initiatives requiring document preparation, assembly, and distribution. Administrative Support Maintain production and tracking logs. Generate reports regarding mail volume, shipments, inventory, and production activities. Assist departments with document fulfillment requests. Support special projects and operational initiatives as assigned. Recommend and implement workflow improvements to increase efficiency and accuracy.