Office Service Representative I

Canon Business Process Services • Fort Wayne, IN

16h

About The Position

Under general supervision, the Office Service Representative I handles and dispatches all classes of mail, packages, and interoffice correspondence. The position may also include copy center activities, reception, hospitality, and other assigned duties. The role supports customer satisfaction by understanding customer expectations, proactively addressing issues, and building relationships. It involves mail and package processing, supply and inventory management, copying, faxing, shipping, administrative support, and operation of office equipment. The employee must learn new equipment features and functions as office automation technology changes.

Requirements

• High school diploma or equivalent.
• 0–1 year of experience working in a mailroom or professional office environment.
• Excellent customer service skills and a professional attitude and appearance.
• Ability to perform routine functions using office equipment and systems, including fax machines, scanners, postage meters, stamping equipment, tracking systems, photocopiers, color copiers, and binding equipment.
• Ability to work overtime and meet deadlines.
• Ability to regularly twist, turn, squat, bend, reach, and lift, and to sit, stand, or walk for prolonged periods.
• Ability to regularly lift and carry up to 20 pounds, move items over 50 pounds using a mail cart, and occasionally lift up to 50 pounds.
• Frequent use of hand and foot controls; occasional stair climbing may be required.

Nice To Haves

• Some knowledge of metering, weighing, logging, and other shipping procedures.
• Some computer skills.

Responsibilities

• Provide customer service by understanding customer expectations, resolving issues proactively, and building relationships.
• Receive, sort, and deliver incoming mail and packages to assigned floors within established time frames.
• Prepare outgoing mail and packages by wrapping, sealing, weighing, applying postage, and dispatching them in accordance with postal regulations.
• Prepare scheduled outgoing inter-office pouches for client affiliates, when applicable.
• Process outgoing overnight shipments, such as Federal Express and UPS, to meet client and vendor deadlines.
• Log and deliver incoming overnight packages within established time frames; log incoming and outgoing items and check records for accuracy and completeness.
• Organize and distribute supplies, verify and log delivered orders, monitor copy-supply inventory, and maintain a neat supply area.
• Handle items for distribution to client employees, affiliates, dealers, or other designated groups.
• Estimate runtimes for small- to medium-sized photocopy jobs, check copies for quality and accuracy, produce bound copies when requested, and deliver and pick up copy jobs.
• Perform minor photocopier maintenance, such as clearing paper jams, placing service calls, and routine cleaning.
• Operate fax machines, send and receive faxes, maintain accurate logs, enter fax data for client chargebacks where appropriate, generate activity and confirmation reports, and confirm receipt when necessary.
• Prepare monthly production and volume reports to measure productivity and prepare billing charges.
• Perform administrative duties such as inserting, copying, photocopying, and faxing.
• As directed by the Site Manager, set up and maintain kitchen areas and conference rooms, order food, and make coffee.
• As directed by the Site Manager, answer telephones, take messages, and greet visitors.
• As directed by the Site Manager, move boxes, supplies, or furniture; replace light bulbs; scan documents; and prepare outgoing items for shipping.
• Learn new features and functions of copying, faxing, scanning, and shipping equipment as they are introduced at the site.
• Perform other duties as assigned.

Benefits

• Competitive pay and benefits.
• Comprehensive training and development programs that prepare employees to advance from within.
• Employee discounts on entertainment, products, and services nationwide.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED