Office Services Specialist (On Call)

SPS North America•New York, NY

About The Position

The Office Services Specialist (On Call), also referred to as a Field Support Specialist, provides office and mail services in a floating capacity, covering for regular employees who are out of the office or providing additional support for projects. The position is based at a client home office and may be sent to different client sites at short notice. Flexibility and adaptability are important to success in this role. The specialist delivers prompt, courteous, and efficient service to client and SPS employees while maintaining a professional image. The work may include mail, reception, hospitality, facilities, and copy/print services. The role reports to the Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership. This position requires a high school diploma or equivalent. Six or more months of prior work experience is preferred. The role involves physical activity, including moving packages, operating office machinery, and walking, bending, kneeling, standing, or sitting for extended periods. Travel is none or negligible.

Requirements

High school diploma or equivalent.
Strong verbal and written communication skills.
Excellent customer service skills.
PC skills, including experience with Microsoft Office Suite.
Ability to handle multiple tasks simultaneously.
Good organizational skills and excellent time-management skills.
Working knowledge of multifunction device (MFD) equipment.
Knowledge and understanding of shipping and receiving procedures, and ability to comprehend instructions.
Ability to work independently and complete projects.
Ability to select appropriate packing methods and materials and validate packing slips for accuracy of incoming and outgoing materials.
Ability to work a flexible schedule and hours as assigned by the manager.
Analytical ability and aptitude in problem-solving.
Current knowledge of, or ability to learn, computer-based systems required for the position.
Ability to maintain a professional appearance and attitude and adhere to policies and procedures.
Ability to grasp, lift, carry, or otherwise move packages using a standard wheeled cart with a 60-pound load capacity.
Ability to walk, bend, kneel, stand, and/or sit for extended periods.
Manual dexterity to operate office machinery, including phones, copy machines, and binding equipment.
Ability to lift or move 40 pounds or greater frequently.

Nice To Haves

Six or more months of prior work experience.

Responsibilities

Provide five-star customer service to employees and clients through all forms of communication.
Answer calls and provide an exceptional customer service experience to incoming and outgoing visitors.
Provide reception or concierge coverage as needed.
Assist with light facilities duties, 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.
Perform shipping and receiving duties.
Notify employees when inbound deliveries arrive.
Distribute mail and packages to company personnel.
Assist with office moves.
Assist with copy/print orders and monitor copy/print equipment for satisfactory functionality.
Help set up and take down conference rooms for meetings or events when requested.
Seek out additional work proactively during downtime.
Build professional relationships with customers and other teams.
Maintain 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.

Benefits

Paid time off: full-time employees receive a minimum of 80 hours per calendar year; part-time and temporary employees receive a minimum of one hour for every 30 hours worked. Amounts may increase based on tenure and/or assigned account.
Employee and client referral bonuses are available to current employees.
Medical, dental, and vision coverage.
HCFSA, DCFSA, and HSA plans.
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, pet insurance, and group home and auto insurance.
Employee Assistance Program (EAP).
Education and entertainment discounts.
401(k) with matching.
Career growth opportunities, learning and development, and employee recognition programs.