On-Site Office Coordinator

Ricoh•Stamford, CT

10d•$17 - $26•Onsite

About The Position

The Onsite Coordinator/Shared Services Specialist provides onsite operational support across office services, mailroom and logistics, records and information management (RIM), check processing, month end reporting, reception coverage, and related administrative services. This position is responsible for the accurate, timely, and secure processing of physical and electronic materials while delivering a high level of internal customer service. The role requires flexibility and cross-functional support to maintain continuity of service delivery across the site. The ideal candidate is organized, detail-oriented, service-focused, adaptable, and able to manage multiple priorities in a fast-paced corporate environment. The position requires sound judgment, discretion, attention to detail, and the ability to work independently while collaborating effectively with team members, customers, vendors, and site leadership.

Requirements

Minimum of High school diploma or GED required/ College graduate desired.
1–2 years of experience in office services, mailroom operations, records management, administrative support, financial processing, customer service, reception, or a related operational environment preferred.
Experience working in a corporate or customer-facing environment preferred.
Experience with shipping, receiving, mailroom, records, document processing, financial reconciliation and/or reporting and office equipment is a plus.
Strong organizational skills and the ability to prioritize multiple tasks and competing deadlines.
High level of attention to detail and commitment to accuracy.
Strong customer service and interpersonal skills.
Excellent verbal and written communication skills.
Ability to work independently while also functioning effectively as part of a team.
Ability to adapt to changing priorities and provide support across multiple operational functions.
Strong problem-solving and troubleshooting skills.
Ability to maintain confidentiality and exercise appropriate discretion.
Ability to follow established procedures and recognize when an issue requires escalation.
Working knowledge of Microsoft Office and the ability to learn operational systems and tracking tools.
Ability to read, understand, and follow written procedures and technical instructions.
Ability to maintain accurate logs, records, and documentation.
Ability to interact professionally with employees, customers, vendors, couriers, and management.

Responsibilities

Provide day-to-day operational support for shared services activities, including office services, hospitality support, supply coordination, and general administrative functions.
Support a professional, organized, and efficient workplace environment.
Monitor and maintain office service areas and supplies.
Assist with conference room and meeting room readiness, including setup and breakdown as required.
Support onsite events, catering deliveries, and other workplace service requests.
Coordinate or assist with building moves and other workplace support activities as assigned.
Perform other onsite support functions as required to maintain operational continuity.
Receive, sort, process, and distribute incoming and outgoing mail, packages, and courier deliveries.
Process outbound shipments, including preparation of shipping labels, documentation, tracking information, and related records.
Coordinate with internal customers, vendors, couriers, and shipping providers to resolve delivery or shipment issues.
Verify incoming materials against packing slips and shipping documentation for accuracy.
Maintain accurate shipment, delivery, and tracking records.
Ensure mailroom and package areas are organized, secure, and adequately supplied.
Apply appropriate postage and process mail in accordance with established procedures.
Deliver mail, packages, and completed work to designated locations within the facility or between company locations as required.
May travel between customer or company buildings to support delivery and collection activities.
Maintain confidentiality and security when handling sensitive mail, packages, and business materials.
Support records lifecycle activities, including records intake, identification, indexing, storage, retrieval, tracking, archival, and disposition.
Process physical and electronic records in accordance with established procedures and applicable retention requirements.
Maintain accurate inventory, tracking, and transaction records.
Assist with records retrieval requests and ensure materials are returned or refiled appropriately.
Support records preparation for offsite storage, scanning, archival, or secure destruction.
Follow established records retention, information governance, confidentiality, and security requirements.
Escalate records-related questions or exceptions to the appropriate team member or management.
Support check printing, verification, distribution, mailing, and tracking activities in accordance with established procedures.
Perform quality control checks to verify accuracy and completeness.
Maintain appropriate processing logs and supporting documentation.
Assist with reconciliation and investigation of processing discrepancies.
Support month-end or other time-sensitive processing requirements.
Handle financial documents with a high degree of accuracy, confidentiality, and discretion.
Provide backup reception coverage as assigned.
Greet employees, visitors, clients, and guests in a professional and courteous manner.
Answer and direct incoming telephone calls and inquiries.
Support switchboard operations and direct requests to the appropriate resource.
Assist with visitor access, badging, hospitality, and related front-desk activities.
Provide temporary reception coverage when the primary receptionist is unavailable.
Maintain a professional reception area and customer-facing environment.
Respond to customer questions and service requests and escalate issues when appropriate.
Operate office equipment and document-processing equipment as required to support customer requests.
Perform basic troubleshooting of copiers, printers, postage equipment, and other office equipment.
Identify equipment issues and coordinate service calls with appropriate technicians or vendors.
Perform document finishing activities such as copying, scanning, binding, cutting, stapling, and related production services when required.
Maintain equipment and service logs as applicable.
Conduct quality checks to ensure completed work meets customer requirements.
Maintain production and work areas in a clean, organized, and safe condition.
Provide responsive and professional service to internal customers and business partners.
Manage multiple requests and priorities while meeting established deadlines and service expectations.
Communicate proactively regarding request status, delays, issues, or exceptions.
Partner with internal teams, vendors, and stakeholders to resolve operational issues.
Participate in cross-training to provide backup coverage and support business continuity across Shared Services functions.
Identify opportunities to improve processes, efficiency, service quality, and customer experience.
Follow established procedures, controls, and security requirements.
Maintain confidentiality when handling business, financial, employee, customer, or other sensitive information.
Perform other duties and responsibilities as assigned.