Mail Processing Supervisor

Job description

Job Summary: The Data Processing Supervisor is responsible for overseeing daily operations related to complex document handling and data conversion, including leading a team dedicated to receiving, sorting, and converting physical returned mail and survey results into accurate, actionable electronic data files for the end-customers. The supervisor is also tasked with ensuring operational efficiency, data quality, security, and strict adherence to service level agreements (SLAs). Beyond internal operations, this role partners closely with sales teams and external clients to scope new growth opportunities, build pricing models, and actively contribute to business growth. Responsibilities: Operations & Processing: Manage the end-to-end process for handling both returned mail and physical survey results; from physical receipt, sorting, and scanning, to data entry and conversion into required electronic formats for the end-customers. Oversee the capture, validation, and preparation of survey results, ensuring data is accurately converted and formatted into final electronic data files (e.g., CSV, delimited files) ready for end-customer delivery. Ensure the physical security of all sensitive documents and the electronic security and privacy of converted customer data. Oversee the quality assurance process to guarantee the accuracy and integrity of all data converted from physical documents. Identify bottlenecks and inefficiencies in document handling and data conversion workflows and implement solutions to optimize processes. Compliance & Reporting: Maintain strict compliance with all customer SLAs, regulatory requirements, and internal security protocols. Generate regular reports on team performance, productivity, mail/document volume, error rates, and progress toward operational goals. Serve as the primary escalation point for complex processing issues or discrepancies. Calculate and prepare new customer pricing proposals; perform pricing audits to ensure alignment with targets and overhead expenses; prepare invoicing documentation based on processed volumes and established contract rates. System & Equipment: Ensure the team effectively utilizes all necessary equipment and software systems required for data conversion and workflow management. Collaborate with IT or technical support teams on system maintenance, troubleshooting, and upgrades. Team Leadership & Management: Supervise a team of associates, including scheduling, performance management, training, and professional development. Monitor team workload and workflow to ensure timely processing and achievement of productivity and quality targets. Client & Sales Collaboration: Partner directly with the sales team and external clients to understand project scopes, calculate pricing proposals, and conduct pricing audits to maximize profitability. Actively support client onboarding and ongoing relationships to identify operational opportunities to expand and grow existing business accounts. Serve as a highly responsive point of contact for clients and internal partners including host alignment meetings, address inquires, and provide proactive problem-solving to ensure exceptional customer service and contribute to customer relationship retention. Minimum of a High School Diploma or GED is required. Bachelor's degree preferred in Business Administration, Operations Management, or related field. Minimum of 3 years of experience in data processing, document management, mailroom operations, or a production environment. Minimum of 1 year of experience in a supervisory or team lead role. Demonstrated knowledge of security and compliance best practices related to handling sensitive customer data. Strong organizational and problem-solving skills with a keen attention to detail. Experience working with production workflow or data management system. Experience with lean manufacturing or process improvement methodologies. Familiarity with high-volume mail sorting and scanning technology. Understanding of data conversion techniques and quality control measures for electronic data entry. Physical Demands Sitting - Frequent Standing - Occasional Walking - Occasional Twisting - Occasional Bending - Occasional Ability to Push/Pull <5-10lbs - Occasional Ability to Push/Pull 10-15lbs - Occasional Ability to Push/Pull 15-20lbs - N/A Ability to Push/Pull 20-25lbs - N/A Ability to Push/Pull >25lbs - N/A The physical demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Travel Requirement <10%, Possible travel to RR Donnelley corporate or other facilities. The pay range for this role at the noted location is $57,300 to $87,100 annually. The actual rate of pay offered may vary based upon, but not limited to: education, skills, experience, proficiency, performance, shift, and location. In addition to base salary, depending on the role, overtime, shift differential, call-in, and stand-by pay. RRD offers benefits including medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with match, life insurance and other voluntary supplemental insurance coverages, plus tuition assistance, paternity leave, adoption assistance, and employer/partner discounts. All your information will be kept confidential according to EEO guidelines. RRD is an Equal Opportunity Employer, including disability/veterans At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process. All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen. RR Donnelley is looking for a client-focused Data Processing Supervisor with experience growing business to join the team at the Monroe, WI location! This position will act as a business partner to the sales team to scope for new opportunities in the market. RRD is a leading global provider of marketing, packaging, print, and supply chain solutions that elevate engagement across the complete customer journey. The company offers the industry’s most trusted portfolio of creative execution and world-wide business process consulting, with services designed to lower environmental impact. With 22,000 clients, including 93% of the Fortune 100, and 32,000 employees across 28 countries, RRD brings the expertise, execution, and scale designed to transform customer touchpoints into meaningful moments of impact.