Mail Services and Equipment Vendor Management Omaha, NE

Summary of the Job:

1. Vendor Management and Operations:

Lead day-to-day operations with USPS, express couriers, mail pickup services, and equipment vendors across all lockbox and mail processing locations.

• Manage vendor performance against established SLAs including mail delivery schedules, courier pickup/delivery times, equipment maintenance response times, and service quality standards

• Coordinate USPS mail services for lockbox operations including route optimization, delivery scheduling, and postal regulation compliance

• Oversee express courier services (DHL, FedEx, UPS) for time-sensitive lockbox and mail deliveries

• Manage mail courier services for USPS pickup operations ensuring timely collection and processing

• Coordinate OPEX equipment maintenance schedules, repair response times, and parts availability for lockbox processing equipment

2. Mail Processing and Equipment Optimization:

• Manage mail processing optimization across all locations including coordinating mail volumes and delivery schedules

• Oversee equipment maintenance scheduling and coordinate preventive maintenance programs with OPEX to maximize uptime

• Create and maintain mail volume forecasting models based on seasonal trends, client requirements, and business growth projections

• Establish emergency procedures and contingency plans for service disruptions and equipment failures

• Monitor equipment performance metrics and coordinate timely repairs to minimize processing delays

3. Quality Assurance and Risk Management:

• Lead the creation of automated quality assurance processes for mail handling, courier performance, and equipment reliability monitoring

• Research and resolve mail processing issues, courier service problems, and equipment malfunctions with internal stakeholders and vendors

• Implement controls to ensure accurate mail processing, proper documentation, and audit trail maintenance for all vendor services

• Monitor and report on mail service incidents, courier delivery exceptions, equipment downtime, and operational disruptions

• Ensure compliance with postal regulations, courier service requirements, and equipment safety protocols

4. Process Improvement and Cost Management:

• Create increased efficiency in daily mail operations including vendor coordination, route optimization, and equipment utilization

• Enhance forecasting processes including refining mail volume models, delivery optimization, and maintenance cost projections

• Provide opportunities to reduce vendor costs through process improvements, route consolidation, or competitive sourcing initiatives

• Analyze vendor pricing structures and negotiate favorable terms for mail services, courier operations, and equipment maintenance contracts

• Coordinate equipment upgrade evaluations and vendor selection processes to improve processing capabilities

5. Strategic Planning and Business Support:

• Support new client onboarding by providing expertise on mail processing requirements, courier service capabilities, and equipment capacity planning

• Work cross-functionally with Lockbox Operations, Branch Operations, and IT teams to achieve desired service outcomes

• Collaborate with Compliance and Audit teams to ensure vendor oversight meets regulatory requirements and postal regulations

• Assist mail services with business continuity planning and disaster recovery procedures

• Support capacity planning for peak processing periods and volume fluctuations

6. Technology and Systems Coordination:

• Coordinate with IT and analyst teams on mail processing system integrations, equipment connectivity, vendor maintenance schedule and vendor data feeds

• Support implementation of mail tracking tools, equipment monitoring systems, and vendor performance dashboards

Required Qualifications:

• Bachelor's Degree or equivalent experience required • 5+ years of experience in Banking Operations, with specific experience in mail processing, lockbox operations, or vendor management

• Strong understanding of postal regulations, courier service requirements, and equipment maintenance protocols

• Vendor management experience with demonstrated ability to manage multiple service providers across different service categories

• Experience with mail processing operations, equipment maintenance scheduling, and service level management

• Knowledge of lockbox processing operations, mail handling procedures, and regulatory compliance requirements

Desired Qualifications:

• Experience managing USPS relationships, express courier services, or equipment maintenance vendors

• Knowledge of mail processing systems, lockbox equipment, and performance optimization tools

• Consistent focus on operational excellence and challenging the status quo to improve efficiency

• Proven experience in handling multiple priorities and achieving desired outcomes in time-sensitive processing environments

• Excellent communication skills and ability to work efficiently with internal teams, vendors, and service partners

• Experience with contract negotiation, vendor performance management, and cost optimization initiatives