Administrative Assistant/Quality Control Coordinator

Deerfield Beach, Florida

Coordinators Job Purpose: Maintains verification by planning, monitoring, and improving performance.

Job Duties:
Overall daily job duties include but are not limited to the following tasks & responsibilities below


Mail.dats (eDocs), Skid flags and Tray Tags
It is the responsibility of our department to QC mail.dats (eDocs), generate/print the tray tags and skid flags for the manufacturing departments. The coordinator will follow written processes and stay current with the manufacturing schedule.


  • Mail.DB
    • QC/Adjust dates, Permits, CRIDS, Caps Reference to the MPA
    • Produce pallet flags for skids & tags for trays
    • Zip down Mail.dat from Mail.DB for upload to PostalOne! (P1)
    • Suppress records/Split mail.dats
  • Postage.DB
    • Run mail.dat through Postage.DB to compare postage amounts to W2
    • Postage breakdowns
  • Pallet.DB
    • Combine multiple presort batches (mail.dat files) into 1 mail.dat to QC/Edit/Upload
  • Entry.DB
    • Update all Entry Lists in folder
    • Assign/Optimize Entry Points
    • As Marked EP’s Report for shipping R&D freight

W2 Client

  • View Inkjet Schedule on a daily basis to keep up with completed jobs and current jobs working throughout the plant
  • Adjust in-home dates, verify dates, shipping dates and postage amounts (if necessary)
  • Double check 3602 on PostalOne! Dashboard against internal pricing grid
  • WEDS (Wilen’s Electronic Document Storage) – drop downloaded 3600/3602 from P1 of auto-finalized jobs into specific job number folders

Mail Client

  • Monticello Jobs àExport skids for manufacturing
  • 99M barcode lookup
  • View Reports à Pallet Log Reports (Pallet Log Summary & pallet Log)
  • Print w2 (Internal) Pallet Flags


  • P1 Plan Pay file dropped in TEM/PROD hot folders
  • PostalOne! Dashboard - double check uploaded data to make sure Postage, Finalization Date, Permit Holder, Agent, Prepared For, CRIDS are correct
  • BCG (Business Customer Gateway) Pull CRIDS, Look up owner of Permits, CRIDS, MIDS, Non-profit auth


  • Use internal software to track and report (in conjunction with USPS Informed Delivery), when necessary, IM barcode piece scans
  • Utilize tracking reports when issues arise in order to determine delivery status
  • Reach out to USPS when we have identified a possible issue.

Miscellaneous Tasks

  • Postage recv’d/Postage needed
  • Update job knowledge by participating in educational opportunities w/local post offices; reading professional publications; Webex/MTAC meetings, participating in professional surrounding organizations.
  • Certifications
  • Assist with writing up training guides and procedures
  • Training on new processes/procedures & software programs


  • GED / High School diploma
  • Ability to utilize basic computer software applications including: Word, Outlook, Excel, Power Point and UltraEdit, SharePoint a plus  
  • Ability to work well under pressure in a deadline-driven environment
  • Ability to communicate effectively both orally and in writing
  • Ability to follow directions
  • Ability to adapt to a constant changing workflow, process and procedures
  • Ability to stooping, bending, grasping, and light lifting to 30lb
  • Ability to walk up and down stairs several times a day
  • Knowledge of the principles and practices associated with printing or mailing industry a plus
  • Knowledge of USPS Guidelines a plus
  • Knowledge of Mail.dats/Presort a plus

We’d love to hear your story and learn how your unique skills and talents can enhance our team. To apply for the Administrative Assistant/Quality Control Coordinator position, please submit your resume and a cover letter. This is a full-time, on-site position.

We are an equal opportunity employer and a drug-free workplace. E-Verify.