WFH Records & Mail Coordinator

About PTS Expeditionary Communications

PTS Expeditionary Communications is a leading provider of expeditionary communication solutions, based in Huntsville, AL. We specialise in delivering innovative and cost-effective communication systems, with a particular focus on Power Supply Docking Stations (PSDS) for tactical radios. Our company is dedicated to supporting military operations by ensuring reliable and efficient communication setups for the warfighter in diverse environments, from combat operation centres to forward operating bases.

Job Overview

We are seeking a detail-oriented and highly organized Records & Mail Coordinator to support our administrative operations by ensuring the accurate management of business records, electronic documents, incoming and outgoing correspondence, and digital workflows. This remote position is ideal for individuals who thrive in a structured environment, maintain a high level of accuracy, and are committed to delivering exceptional internal support.

If you're excited about this opportunity but don't meet every qualification, we encourage you to apply. You may be an excellent fit for this or other opportunities within our organization. We value individuals who build strong relationships, embrace continuous learning, respect diverse perspectives, act with integrity, and contribute positively to a collaborative team environment.

Position Summary

The Records & Mail Coordinator is responsible for maintaining accurate business records, processing digital and physical correspondence, coordinating mail and package activities, and ensuring confidential information is handled securely. This role requires exceptional organizational skills, attention to detail, and the ability to work independently while meeting deadlines in a remote environment.

Key Responsibilities

• Maintain, update, and organize electronic and physical records with a high degree of accuracy.
• Process, review, and verify documents before entering or filing information into company systems.
• Coordinate incoming and outgoing mail, courier shipments, and package tracking while maintaining detailed records.
• Monitor shared email inboxes, route correspondence to appropriate departments, and respond to routine administrative inquiries.
• Scan, upload, archive, and retrieve documents while ensuring compliance with company record retention policies.
• Generate reports, maintain filing systems, and assist with document audits and record reconciliation.
• Protect confidential information by following established security, privacy, and data management procedures.
• Collaborate with internal departments to ensure timely distribution of records, documents, and correspondence.
• Identify opportunities to improve administrative processes and support continuous operational efficiency.
• Perform additional administrative and records management duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Previous experience in records management, mail coordination, administrative support, document control, data entry, or a related office environment.
• Strong attention to detail with excellent organizational and time management skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and document management systems.
• Ability to prioritize multiple tasks while meeting deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision while maintaining productivity in a remote setting.
• Reliable high-speed internet connection and a dedicated home workspace.

Preferred

• Associate degree or additional administrative training.
• Experience using electronic document management or records management systems.
• Knowledge of records retention practices, document control procedures, or mail processing operations.
• Experience supporting distributed or remote teams.

Knowledge, Skills, and Abilities

• Exceptional accuracy and attention to detail.
• Strong organizational and recordkeeping abilities.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Effective problem-solving and critical thinking skills.
• Strong customer service mindset with a collaborative approach.
• Comfortable learning new software and administrative technologies.
• Ability to adapt to changing priorities while maintaining quality and efficiency.

Work Environment

This is a fully remote position requiring a professional home office, reliable internet connectivity, and the ability to communicate effectively through email, phone, video conferencing, and collaboration platforms. The successful candidate must be comfortable working independently while remaining engaged with a distributed team.

Why Join us?

• Competitive compensation
• Comprehensive health, dental, and vision insurance
• 401(k) with company match (where applicable)
• Paid vacation, holidays, and paid time off
• Employee Assistance Program (EAP)
• Professional development and career advancement opportunities
• Remote work flexibility
• Collaborative, inclusive, and supportive work culture
• Employee recognition and wellness programs

We are an Equal Opportunity Employer committed to fostering an inclusive workplace where every employee is respected, valued, and provided with equal opportunities for growth and success. All qualified applicants will receive consideration for employment without regard to any status protected by applicable law.