Records and Mail Coordinator

Company Overview Reliable Security Staffing LLC is a professional security services organization committed to providing dependable security personnel and customized safety solutions for businesses, properties, events, and communities. The company emphasizes professionalism, reliability, responsive service, and the protection of people, property, and organizational assets. Our operations depend on accurate documentation, organized records, effective communication, and reliable administrative coordination. We seek detail-oriented professionals who can support these functions while maintaining confidentiality, accuracy, and high standards of professionalism. Job Title: Records & Mail Coordinator Location: United States Employment Type: Full-Time / Part-Time Position Overview As a Records & Mail Coordinator, you will support the organization, maintenance, processing, and distribution of company records, documents, correspondence, and mail. This position helps ensure administrative and operational records are properly classified, stored, tracked, retrieved, and maintained according to established company procedures. The Records & Mail Coordinator will work with internal personnel to process correspondence, maintain organized filing systems, update records, coordinate document distribution, and ensure information is handled accurately and confidentially. This position is ideal for an organized and dependable individual with strong attention to detail, good communication skills, and the ability to manage multiple administrative responsibilities efficiently. Key Responsibilities Receive, review, sort, classify, and distribute incoming mail, correspondence, documents, and records to appropriate personnel or departments. Maintain accurate physical and electronic filing systems to ensure records are properly organized, indexed, stored, and accessible. Enter, update, review, and verify information within approved databases, spreadsheets, document-management systems, and administrative platforms. Coordinate incoming and outgoing mail, packages, business correspondence, and other documents. Scan, digitize, upload, label, file, and archive documents according to established records-management procedures. Maintain accurate logs for incoming and outgoing correspondence, packages, records, and document requests when required. Track documents and records to support timely processing, retrieval, distribution, and follow-up. Review records for completeness and accuracy and identify missing, duplicate, outdated, or incorrectly filed information. Assist with document retention, archiving, retrieval, transfer, and authorized disposal procedures. Handle confidential employee, client, operational, and company information with appropriate discretion. Assist administrative and operational teams with document requests, reporting, record retrieval, and general office coordination. Complete assigned records and mail-management duties accurately and within established deadlines. Required Qualifications High school diploma or equivalent required. Strong organizational and administrative skills. Excellent attention to detail and commitment to accuracy. Basic proficiency with Microsoft Word, Excel, Outlook, and other common office applications. Ability to accurately enter, organize, classify, and maintain records. Effective written and verbal communication skills. Ability to prioritize assignments and manage multiple responsibilities. Ability to work independently while collaborating effectively with other team members. Professional judgment and discretion when handling confidential or sensitive information. Ability to follow established records-management, privacy, security, and administrative procedures. Preferred Qualifications Associate's or Bachelor's degree in Business Administration, Records Management, Information Management, or a related field is a plus. Previous experience in records management, mail coordination, document control, data entry, administrative support, or office operations is beneficial but not required. Familiarity with Microsoft 365, SharePoint, electronic document-management systems, or similar business applications is beneficial. Experience with electronic filing, document scanning, records retention, or administrative correspondence is a plus. Benefits Reliable Security Staffing LLC is committed to maintaining a professional and supportive work environment. Benefits available to eligible employees may include: Competitive compensation. Full-time and part-time employment opportunities. Training and onboarding. Flexible scheduling depending on position and operational requirements. Employee development opportunities. Opportunities for professional growth and advancement. Supportive and team-oriented working environment. Specific benefits, eligibility requirements, and employment terms will be communicated during the hiring process. Equal Opportunity Employer Reliable Security Staffing LLC is committed to providing equal employment opportunities and maintaining a professional and inclusive workplace. Employment decisions are based on qualifications, experience, business requirements, and other job-related considerations in accordance with applicable employment laws.