Designate a place for incoming mail to be left and communicate with the postal carrier to ensure that mail is delivered if away from the front desk. Coordinate with the Office Director to designate a back up to receive mail when out of the office.
- All mail, exempting legal documents or claims addressed to Jennifer Toole, should be opened.
- All mail (in some offices) should be time stamped with the day’s date, especially checks. DO NOT stamp the actual check. Date stamp the check stub or, if a statement is included with the check, stamp the statement. If there is no stub or statement, attach a post-it with the date to the check. For aesthetic reasons, do not directly stamp the date on professional certificates or awards. Stamp either the envelope or attach a post-it to the document.
- Once time stamped, log all checks in the daily check tracker and send this report to Jennifer Toole via an email titled “Daily Check Totals MM/DD/YYYY”.
- Make a black and white copy for each project listed on the check (e.g. three copies if three projects are listed) and use a small paper clip to attach to the original to the copy.
- Once completed, bring the mail to the Office Director or Executive Assistant (Silver Spring only.)
- Once processed by the executive and financial teams, the remaining mail will be returned to deliver to staff.
- Contracts that have been received by mail should be scanned to the appropriate project folder and emailed to Contracts, the project PM, and Account Receivable. The original should be delivered to the legal team in Silver Spring for processing.