Mail Room Processor

The Mail Room Processor – Compliance and Privacy at Entrata is responsible for ensuring that incoming and outgoing mail related to client data, financial content, legal documents, and compliance materials are handled with the highest level of confidentiality and accuracy. This role plays a key part in safeguarding sensitive information, maintaining audit-ready documentation, and supporting privacy and compliance operations across the organization. Entrata is a global leader in property management software, recognized for its innovative solutions and a team of over 2200 members across multiple countries. The company values collective excellence, boldness, resilience, and diverse perspectives.

Must Have

• Process, log, and distribute incoming and outgoing mail, packages, and compliance-related correspondence.
• Verify that all mail handling and storage procedures comply with company privacy and data protection policies.
• Maintain accurate tracking records for sensitive materials, including legal, financial, or customer data.
• Scan, label, and securely upload digital copies of documents into approved systems.
• Identify and escalate potential compliance or privacy concerns related to mail handling or documentation.
• Coordinate with the Compliance and Privacy team to ensure adherence to retention and destruction policies.
• Assist in internal and external audit preparation by maintaining organized and complete mailroom records.
• Operate and maintain mailroom equipment while ensuring confidentiality and security standards are met.
• Support the implementation of new processes or technologies that improve mailroom security and efficiency.
• Collaborate with cross-functional teams to ensure timely and secure distribution of sensitive materials.
• High school diploma or equivalent required.
• 1+ year of experience in mailroom, administrative support, or document handling.

Good to Have

• Associate’s degree or coursework in business administration, compliance, or information management.
• Experience handling regulated or confidential materials.
• Opex Machine Operations.
• Familiarity with compliance and data privacy principles.
• Experience working in a fast-paced corporate or technology environment.
• Strong organizational and problem-solving skills with a focus on process improvement.

Perks & Benefits

• Flexible and transparent culture
• Remote and hybrid work options
• Generous vacation time
• Frequent company recharge days
• Comprehensive medical, dental, and vision coverage (including fertility benefits)
• HSA/FSA options
• Employer-paid disability benefits
• 401(k) or similar retirement plans with employer matching
• Wellness initiatives (onsite gym at HQ, mental health resources, wellness challenges, employee assistance programs)
• Family-centric leave policies
• Entrata Cares programs (volunteerism, charity events, giving back to community)
• Exclusive Previ cell phone plan
• Discounts on services or local business partnerships
• Bi-annual swag drops

Since its inception in 2003, driven by visionary college students transforming online rent payment, Entrata has evolved into a global leader serving property owners, managers, and residents. Honored with prestigious awards like the Utah Business Fast 50, Silicon Slopes Hall of Fame - Software Company - 2022, Women Tech Council Shatter List, our comprehensive software suite spans rent payments, insurance, leasing, maintenance, marketing, and communication tools, reshaping property management worldwide.

Our 2200+ global team members embody intelligence and adaptability, engaging actively from top executives to part-time employees. With offices across Utah, Texas, India, Israel, and the Netherlands, Entrata blends startup innovation with established stability, evident in our transparent communication values and executive town halls. Our product isn't just desirable; it's industry essential. At Entrata, we passionately refine living experiences, uphold collective excellence, embrace boldness and resilience, and prioritize different perspectives, endeavoring to craft a better world to live in.

The Mail Room Processor – Compliance and Privacy is responsible for ensuring that incoming and outgoing mail related to client data, financial content, legal documents, and compliance materials are handled with the highest level of confidentiality and accuracy. This role plays a key part in safeguarding sensitive information, maintaining audit-ready documentation, and supporting privacy and compliance operations across the organization. The ideal candidate is detail-oriented, dependable, and comfortable working in a fast-paced environment that requires precision and adherence to strict handling procedures. This position supports both physical and digital document management processes in compliance with corporate and regulatory standards.

Responsibilities will include

• Process, log, and distribute incoming and outgoing mail, packages, and compliance-related correspondence.
• Verify that all mail handling and storage procedures comply with company privacy and data protection policies.
• Maintain accurate tracking records for sensitive materials, including legal, financial, or customer data.
• Scan, label, and securely upload digital copies of documents into approved systems.
• Identify and escalate potential compliance or privacy concerns related to mail handling or documentation.
• Coordinate with the Compliance and Privacy team to ensure adherence to retention and destruction policies.
• Assist in internal and external audit preparation by maintaining organized and complete mailroom records.
• Operate and maintain mailroom equipment while ensuring confidentiality and security standards are met.
• Support the implementation of new processes or technologies that improve mailroom security and efficiency.
• Collaborate with cross-functional teams to ensure timely and secure distribution of sensitive materials.

Minimum Qualifications

• High school diploma or equivalent required.
• 1+ year of experience in mailroom, administrative support, or document handling.
• Strong attention to detail and accuracy in processing documentation.
• Ability to maintain confidentiality and comply with privacy standards.
• Basic computer proficiency, including Microsoft Office and document management systems.

Preferred Qualifications

• Associate’s degree or coursework in business administration, compliance, or information management.
• Experience handling regulated or confidential materials.
• Opex Machine Operations.
• Familiarity with compliance and data privacy principles.
• Experience working in a fast-paced corporate or technology environment.
• Strong organizational and problem-solving skills with a focus on process improvement.

This band covers the full salary range for the role. Your offer within this range will depend on factors like experience, skills, and internal equity.

Level - S2

Benefits:

Flexible and transparent culture with remote and hybrid work options, generous vacation time, and frequent company recharge days for work-life balance.

Comprehensive medical, dental, and vision coverage, including fertility benefits, available for eligible employees and their families.

HSA/FSA options and employer-paid disability benefits provided for eligible employees.

Access to 401(k) or similar retirement plans with employer matching for eligible employees, ensuring long-term financial security.

Wellness initiatives promoting physical and mental well-being, access to an onsite gym at HQ, mental health resources, wellness challenges, and employee assistance programs.

Family-centric leave policies supporting new parents during significant life events.

Entrata Cares programs offering opportunities for volunteerism, charity events, and giving back to our community.

Exclusive Previ cell phone plan and discounts on services or local business partnerships for additional employee benefits.

Bi-annual swag drops for employees

Currently, Entrata hires in Arizona, Idaho, Utah, Wyoming, Texas, North Carolina, Florida, Georgia, South Carolina, Ohio, Pennsylvania, and Illinois for Exempt roles and Arizona, Idaho, Utah, Wyoming, Texas, North Carolina, and Florida for Non-Exempt roles. If you choose to apply and do not live in one of these states, your application may be reviewed on a case-by-case basis and salary ranges will be provided if required by state law

But members of the Entrata team aren’t just intelligent and ambitious, they’re the living embodiment of another core Value: “Excellent Alone, Better Together.” Entrata is dedicated to creating a workplace where a diverse and inclusive team thrives in an environment free from discrimination. We provide equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, protected veteran status, or any other applicable characteristics protected by law.

It’s a great place to work! Will you join us?

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.