Office Services Specialist - On Call (Temporary)

SPS-North America•San Francisco, CA

2d•Onsite

About The Position

The Office Services Specialist - On Call (Temporary) will report to the Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership. This role is primarily based at the main client site in San Diego, California, but may require travel to different locations within a 25-mile radius of the main client site. The Field Support Specialist will provide backfill coverage within their assigned region, filling in for staff on scheduled and unscheduled time off. This position requires flexibility for same-day assignments based on unscheduled call-outs needing immediate support. It is a critical role for customer satisfaction, business continuity, and meeting service level agreements, ensuring continuous coverage. The representative provides exceptional office services experience, delivering operational functions in shipping & receiving, print & binding, facilities, hospitality, concierge, reception, data entry, document scanning, inventory/supplies management, and other processes tailored to specific sites within the scope of core business lines and service level agreements. Training will be provided at SPS sites within the region to familiarize the FSS with other SPS sites. The position continuously offers the highest level of service to clients and SPS employees while maintaining a professional company image through prompt, courteous, and efficient service.

Requirements

High School Diploma (or equivalent) required.
6+ months prior work experience preferred.
Ability to work assigned work hours determined by manager.
Excellent organizational and time management skills.
Analytical abilities and aptitude in problem-solving.
Superb written and verbal communication skills.
Current knowledge or ability to learn computer-based systems required for functions of position.
Required to maintain an overall professional appearance and attitude.
Adhere to all policies and procedures required.
Strong verbal and written communication skills.
Excellent customer service skills.
MS Office Suite experience with intermediate to expert competency.
Ability to handle multiple tasks simultaneously.
Good organizational skills.
Working knowledge of MFD (Multi-Functional Device) equipment.
Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
Possesses ability to work independently and capable of completing projects.
Proactively seeks out additional work during downtime.
Builds professional relationships with customers and other teams.
Maintains professionalism and composure when interacting with all employees.
Mandatory to have access to a reliable means of transportation.

Responsibilities

Processes inbound and outbound accountable and flat mail/packages and sorts by recipient/department utilizing manual or electronic chain of custody procedures.
Performs duties associated with the shipping and receiving of materials such as packaging and sealing shipments.
Assists with copy/print production and/or monitoring the copy/print equipment for satisfactory functionality.
Provide binding services such a GBC, Velo, Coil, and Wire.
Performs daily key operations of convenience multi-function devices (ensuring functionality, replenish toner/paper).
Performs duties of scanning and imaging documents and light copy/print reproduction services.
Maintains the Office Services Center area in a neat and orderly fashion.
Service and replenish the pantry, conference, kitchen, or meetings areas.
Provides general and preventative office maintenance & repair duties.
Oversees office equipment maintenance and safety tests.
Breakroom organization, cleaning, and stocking.
Meeting room and conference room set ups.
Monitors level of office supplies on the floors while replenishing.
Inventories office supplies and orders accordingly.
Provides reception or concierge (front of office) coverage as needed.
Welcome guests receive and catalog guest information, and orient new clients.
Represent SPS Global and our clients positively in all interactions (in person, on the phone, and over email).
Oversee the quality of the lobby concierge experience while demonstrating a spontaneous desire to assist others and provide excellent service.
Exhibit a courteous and gracious personality even in stressful situations and builds professional relationships with customers and other teams.
Receiving guests and contacting associated client host, coordinating with Building Security, and managing access levels for clients.
Answers and properly routes global calls.
Logs visitors into the registration system.
Provides light administrative support to staff as directed.