Mailroom/Scan Center Team Lead

Position Summary

The Scan Center Team Lead is responsible for overseeing the daily operations of the scan center, ensuring the timely, accurate, and secure processing of physical and electronic documents. This role provides leadership to scan center staff, monitors workflow, maintains quality standards, and ensures compliance with company policies and data security requirements. The Team Lead serves as the primary point of contact for operational issues and works closely with management to improve productivity and customer service.

Key Responsibilities

• Supervise and coordinate the daily activities of the scan center team.
• Assign workloads and monitor staff productivity to ensure service level agreements (SLAs) are met.
• Ensure all documents are prepared, scanned, indexed, and quality-checked accurately and efficiently.
• Maintain compliance with document retention, confidentiality, and data security policies, including HIPAA or other applicable regulations.
• Perform quality assurance reviews and resolve scanning or indexing errors.
• Train, coach, and mentor team members on processes, equipment, and best practices.
• Monitor equipment performance and coordinate maintenance or repairs as needed.
• Track daily production metrics and prepare operational reports for management.
• Identify process improvement opportunities to increase efficiency and reduce errors.
• Assist with scheduling, timekeeping, and performance evaluations.
• Resolve workflow issues and escalate operational concerns when appropriate.
• Maintain a safe, organized, and professional work environment.

Qualifications

• High school diploma or GED required; associate or bachelor's degree preferred.
• 2–5 years of document scanning, records management, or document imaging experience.
• Previous leadership or supervisory experience preferred.
• Strong knowledge of document management systems and scanning equipment.
• Proficiency in Microsoft Office Suite and basic computer applications.
• Excellent organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced production environment.
• Strong attention to detail and commitment to quality.

Knowledge, Skills, and Abilities

• Leadership and team-building skills.
• Time management and workload prioritization.
• Quality assurance and process improvement.
• Customer service orientation.
• Ability to maintain confidentiality and handle sensitive information.
• Analytical and decision-making skills.
• Effective verbal and written communication.

Physical Requirements

• Ability to stand, walk, or sit for extended periods.
• Frequent use of computers and scanning equipment.
• Ability to lift and move boxes or files weighing up to 30 pounds.
• Manual dexterity for handling paper documents and operating office equipment.

Work Environment

• Office or production-based environment.
• Standard business hours with occasional overtime as required to meet operational deadlines.
• Frequent interaction with internal departments and customers.

Title:  Scan Center Team Lead
Salary Range: $51k-$78k
Work Location:  NJ Scan Center in Newport Jersey City NJ

https://www.exlservice.com/us-careers-and-benefits

The posted range is the hiring range for this role — a subset of the broader range available to employees over time — and reflects base salary across our national hiring scale. Final offers are based on several factors, including the candidate's skills and experience, internal pay equity, work location, market conditions for the role, and the specific scope and responsibilities of the position. The top of the range is reserved for candidates who notably exceed the requirements; the lower end applies to those with less experience or fewer preferred qualifications. For positions based in higher-cost zones (e.g., California, New York, New Jersey), actual compensation may exceed the posted range; your recruiter will share specifics during the process.