Office Service Representative III

Canon Business Process Services • Minneapolis, MN

4d

About The Position

Under general supervision, the Office Service Representative III handles and dispatches mail, packages, and interoffice correspondence of all classes. The role may also include copy center activities, reception, hospitality, and other assigned duties. The representative supports customer satisfaction by understanding expectations, proactively identifying and resolving issues, and building customer relationships.

The position receives, sorts, and delivers incoming mail and packages; prepares and dispatches outgoing mail and shipments; handles interoffice pouches; and logs items as required. It also distributes and tracks supplies, performs copying and faxing tasks, checks copy quality, produces bound copies, delivers copy jobs, and may perform minor photocopier maintenance. Administrative work includes maintaining fax and activity logs, preparing production and volume reports, and completing other office tasks.

Depending on site needs, the role may also maintain kitchen and conference areas, order food, provide reception support, move supplies or furniture, replace light bulbs, scan documents, or prepare shipments. The employee must learn new features and functions of office automation equipment as they are introduced at the site.

Requirements

• High school diploma or equivalent.
• At least 5 years of experience working in a mailroom or professional office environment.
• Thorough knowledge of metering, weighing, logging, and other shipping procedures.
• Proficiency in computer skills.
• Ability to perform complex functions of equipment and systems, including fax machines, scanners, metering and stamping equipment, tracking systems, photocopiers, and color copiers, without supervisor guidance.
• 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 sit, stand, or walk for prolonged periods.
• Ability to regularly lift and carry up to 20 pounds and push a mail cart weighing over 50 pounds.
• Ability to occasionally lift up to 50 pounds.
• Frequent use of hand and foot controls.
• Ability to occasionally climb stairs.

Responsibilities

• Promote customer satisfaction by understanding customer expectations, proactively identifying and resolving issues, and building relationships.
• Receive, sort, and deliver incoming mail and packages to assigned floors within established time frames.
• Wrap, seal, weigh, apply postage to, and dispatch outgoing mail and packages in accordance with postal regulations.
• Prepare scheduled outgoing interoffice pouches to client affiliates, when applicable.
• Package and process 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 as required and review records for accuracy and completeness.
• Organize and distribute supplies in accordance with job requests; verify and log orders upon delivery.
• Monitor copy-supply inventory, stock paper and toner, and keep supply areas neat, including areas for convenience copiers.
• Handle items for distribution to client employees, affiliates, dealers, or other designated groups.
• Estimate runtime 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 fax logs, and enter fax data for client chargebacks where appropriate.
• Generate activity and confirmation reports and confirm receipt with recipients as necessary.
• Prepare monthly production and volume reports to measure productivity and prepare billing charges.
• Perform other administrative duties, including inserting, copying, photocopying, and faxing.
• As directed by the Site Manager, maintain client 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; or prepare outgoing items for shipping.
• Learn new features and functions of copying, faxing, scanning, and shipping equipment as office automation technology changes.
• Perform additional duties as assigned.

Benefits

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

What This Job Offers

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