Office Service Representative II
About The Position
Under general supervision, the Office Service Representative II handles and dispatches mail, packages, and interoffice correspondence across all classes of mail and packages. The role may also include copy center activities, reception, hospitality, and other assigned duties. The position provides customer service by understanding customer expectations, proactively identifying and resolving problems, and building relationships. It processes incoming and outgoing mail and packages, maintains shipping and delivery records, distributes supplies, produces and checks copy jobs, operates fax equipment, and prepares production and volume reports. Depending on site needs and at the direction of the Site Manager, duties may also include maintaining kitchen and conference areas, reception, moving supplies or furniture, document scanning, and preparing items for shipment. The employee must learn new features and functions of office automation equipment introduced at the site.
Requirements
- High school diploma or equivalent.
- 2–5 years of experience working in a mailroom or professional office environment.
- Knowledge of metering, weighing, logging, and other shipping procedures.
- Ability to perform routine and some complex functions using equipment and systems such as fax machines, scanners, meters, stampers, tracking systems, and photocopiers, including color copying.
- Excellent customer service skills and a professional attitude and appearance.
- Ability to work overtime and meet deadlines.
- Ability to regularly twist, turn, squat, bend, reach, lift, and spend prolonged periods sitting, standing, or walking.
- May regularly lift and carry up to 20 pounds and move loads over 50 pounds using a mail cart; may occasionally lift up to 50 pounds.
- Frequent use of hand and foot controls; may occasionally need to climb stairs.
Nice To Haves
- Proficiency in computer skills.
Responsibilities
- Provide customer service by understanding customer expectations, proactively identifying and resolving problems, and maximizing opportunities to build relationships.
- Receive, sort, and deliver incoming mail and packages according to assigned floors and established time frames.
- Prepare outgoing mail and packages by wrapping, sealing, weighing, affixing postage, and dispatching them in accordance with postal regulations.
- Prepare scheduled outgoing inter-office pouches for client affiliates, when applicable.
- Process outgoing overnight items and log and deliver incoming overnight packages within required deadlines and time frames.
- Log incoming and outgoing items as required and check records for accuracy and completeness.
- Organize and distribute supplies to client employees, verify and log deliveries, monitor copy-supply inventory, and keep supply areas neat.
- Handle items for distribution to client employees, affiliates, dealers, or other groups.
- Estimate runtime for small and medium photocopy jobs, check copies for quality and accuracy, produce bound copies when requested, and deliver and collect copy jobs.
- Perform minor photocopier maintenance, such as clearing paper jams, placing service calls, and routine cleaning.
- Operate fax machines, send and receive facsimiles, maintain accurate logs, enter fax data for client chargebacks where appropriate, generate reports, and confirm receipt as needed.
- Prepare monthly production and volume reports to measure productivity and prepare billing charges.
- Perform administrative tasks such as inserting, copying, photocopying, and faxing.
- As directed by the Site Manager, set up and maintain kitchen and conference areas, order food, and make coffee.
- As directed by the Site Manager, provide reception services, including answering phones, taking messages, and greeting visitors.
- As directed by the Site Manager, move boxes, supplies, or furniture and replace light bulbs.
- As directed by the Site Manager, scan documents and prepare outgoing items for shipping.
- Learn new features and functions of copying, faxing, scanning, shipping, and other office automation equipment introduced at the site.
- Perform additional 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.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
