Postages Administration Assistant

London (Central)

Job summary

Future Recruitment Ltd
Mailing and Fulfilment, Printing
Contract Type:
Full Time
Expiry Date:

About the job


Postage Administration Assistant - DIRECT MAIL


£Open (Depending on experience) + Pension + Parking (limited based on arrival time)

Our client is a multi-channel communications company. Through their various technologies, subsidiaries and business units they can deliver against any customer communication. Whether it be designing and creating the comm or video, sending the email or letter, or receiving inbound communications including webchat and calls.

They are currently looking to recruit a Postage Administration Assistant to support the goals of the Production Department and help to achieve the smooth running of the Production Department.

To assist in managing all aspects of Postage, the efficient day-to-day processing of electronic and paper postage dockets, administration and reconciliation of company and client's postage accounts and to ensure the smooth and profitable running of the PostageSmart Department.

To help to achieve the Clients SLAs, to meet their planned schedules, customer specifications and expectations.


  • To gain a full knowledge of the range of services provided in the Postage Smart Department.
  • To gain an up to date working knowledge of the Domestic and International Postage Markets
  • To be able to understand the company's Management Information Systems in regards to Events, estimating, job bags, delivery systems etc.
  • To forge a relationship with postage partners - Royal Mail, Whistl, Delivery Group, UK Mail, Inspire etc.
  • To produce accurate and timely Postage Dockets daily utilising either electronic or paper systems as per the Docket Events raised by the Account Managers and the final mailing details supplied by Mailing Department on the back of the job bags
  • To close off the Docket Events in Shuttleworth and the Production Smart Intranet system to show the work has been handed to the relevant Postage Carrier
  • To Docket all office post
  • To arrange all Postage Service providers regular and ad hoc Postage Collections from the relevant Postage Providers as and when required
  • To produce and run OBA reports at the end of the month as and when requested by Sales or Account Management
  • To input accurate Secured Mail Postage information onto a spreadsheet for Finance Department
  • To file all hard copies of Postage Dockets and ensure that a rolling six month record is kept up to date and retained
  • To prepare and accurately complete a daily spreadsheet report for Affinity Water and ensure that it is sent on the client on a daily basis
  • To assist with the production of the Hand Enclosing Section Docket Event and producing TNT tray cards for the un-sorted work
  • To meet and greet Postage Services collection drivers and ensure that they are provided with the correct and relevant information and documentation ensuring that they keep to their collection schedules
  • Reporting any issues back to the appropriate Account Manager or the PostageSmart Team
  • To ensure that all Postage Dockets are completed correctly and contain the correct quantity details, service line information and are on the correct client or account for the appropriate Postage Service provider
  • To scan and e-mail daily dockets to Secured Mail
  • To assist in ensuring mail format compliance by PostageSmart customers and Account Management
  • To assist in offering improvement advice to PostageSmart customers and Account Management
  • To assist where possible internal departments as and when required concerning all matters relating to postage
  • To assist in achieving team and individual targets as set by the Production Department Management.
  • Undertake support tasks as required by the senior management team.
  • Complete projects as and when requested by the Production Director
  • Strong and effective communication at all levels of the business
  • Good time keeping and attendance.
  • Maintain a tidy and clean work area ensuring that the office and desks are kept in a clean and orderly manner.
  • Understand and adhere to the company policies and procedures with particular emphasis on quality and health and safety.
  • To be willing and able to work overtime at relatively short notice and to cover holidays and sickness as and when required.
  • External Relationships: Postage Suppliers, Clients as and when required.
  • Background / Experience: A successful 2 years proven record of accomplishment gained within a Print, Mailing or Postage environment.

Skills / Abilities:

  • Good verbal, written and listening skills
  • To be numerate
  • Strong computer skills, Microsoft Office, Outlook, Word, Excel
  • Able to generate innovative and effective solutions to meet requirements
  • Able to cope with multiple tasks at one time
  • Ability to analyse relevant information to make quality decisionsMust be methodical with excellent attention to detail
  • Generate solutions to meet the customer requirements
  • Team player, able and willing to assist other members of the team
  • Flexible and able to cope under pressure and demonstrate a level of emotional control and resilience
  • Able to maintain good disciplines and standards, initiative and drive
  • Understanding of commercial issues surrounding jobs
  • Able to ensure that all documentation is complete and accurate

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