Office Services Specialist (On-Call)

SPS•Nashville, TN

About The Position

The Field Support Specialist (On-Call), also described as a Mailroom Specialist, provides office and mail services in a floating capacity, covering for regular employees who are out of the office or providing extra support for projects. Work may include mailroom, reception, hospitality, facilities, and copy/print functions. The position is based at a designated client home office and may be sent to different client sites at short notice as business needs require. Flexibility and adaptability are essential. The role is expected to deliver prompt, courteous, and efficient service to clients and SPS employees while maintaining a professional image. Travel is an essential part of the role. Assignments may require travel between SPS sites after arriving at the home location, primarily within the assigned region, and access to reliable transportation is mandatory. The position includes physical activity such as moving packages, walking, bending, kneeling, standing, and sitting for extended periods, as well as operating office machinery. The job description notes that duties and responsibilities may change at any time, with or without notice.

Requirements

High school diploma or equivalent.
Ability to work the hours assigned by the manager.
Ability to work a flexible schedule and hours.
Strong verbal and written communication skills.
Excellent customer service skills.
PC skills and experience with the MS Office Suite.
Ability to handle multiple tasks simultaneously.
Good organizational, time-management, and analytical skills, with aptitude in problem-solving.
Ability to learn computer-based systems required for the position.
Ability to understand shipping and receiving procedures and comprehend instructions.
Ability to work independently and complete projects.
Ability to maintain a professional appearance and attitude and adhere to all required policies and procedures.
Reliable means of transportation and ability to travel between SPS sites as required.
Ability to grasp, lift, carry, or otherwise move packages on a standard wheeled cart with a 60-pound load capacity.
Ability to lift or move 40 pounds or greater frequently.
Ability to walk, bend, kneel, stand, and sit for extended periods.
Manual dexterity to operate office machinery such as phones, copy machines, and binding equipment.

Nice To Haves

At least 6 months of prior work experience is preferred.
Working knowledge of MFD equipment.

Responsibilities

Provide customer service to employees and clients through all forms of communication.
Answer calls and provide a welcoming customer experience to incoming and outgoing visitors.
Provide reception or concierge coverage as needed.
Assist with light facilities tasks, including helping customers open troubleshooting tickets, ordering supplies, and stocking kitchens or service areas.
Receive and sort inbound mail and packages, and enter them into chain-of-custody software.
Manage outgoing mail and package transactions and perform shipping and receiving duties.
Notify employees when inbound deliveries arrive and distribute mail and packages to company personnel.
Assist with office moves.
Support copy and print orders and monitor copy/print equipment for proper functionality.
Help set up and take down conference rooms for meetings and events when requested.
Seek out additional work proactively during downtime.
Build professional relationships with customers and other teams, maintaining professionalism and composure when interacting with employees.
Train backup staff and provide guidance on policies and procedures.
Determine what additional support is needed when handling sensitive inquiries.
Use the appropriate packing method and materials and validate packing slips for accuracy of incoming and outgoing materials.
Travel between assigned SPS sites as required by business needs.

Benefits

Career growth opportunities and the opportunity to learn or use a variety of skills.
Learning and development opportunities.
Employee recognition programs.
Paid time off; full-time employees receive a minimum of 80 hours per calendar year, while part-time or temporary employees receive a minimum of 1 hour per 30 hours worked. Amounts may increase based on tenure or account.
Employee and client referral bonuses are available to current employees.
Medical, dental, and vision coverage.
HCFSA, DCFSA, and HSA options.
Commuter transit and parking pre-tax plans.
Supplemental life insurance, life insurance, accident insurance, critical illness coverage, hospital indemnity, and short-term disability.
Legal program and identity theft protection.
Pet discounts and pet insurance.
Group home and auto insurance.
Employee assistance program.
Education discounts.
401(k) with matching.
Entertainment discounts.