Senior On-Site Service Specialist

Ricoh • Vancouver, BC

1d • CA$20 - CA$21 • Onsite

About The Position

This role is responsible for responding to internal and external inquiries to ensure customer satisfaction, triaging requests, and managing various on-site services. The specialist will handle mail operations, support concierge services, execute events, and maintain website content. They will also manage on-site service programs, oversee the maintenance of coffee and water machines, track service concerns via Slack and ServiceNow, and assist the on-site security and Workplace Experience teams with various tasks including administrative duties, event support, and projects. Daily studio walkthroughs, restocking supplies, ensuring meeting room setups, and maintaining a neat environment are also key responsibilities. The role involves managing meeting room bookings, providing general meeting support, and owning the setup and execution of events on-site. Additionally, the specialist will assist with research, organization, coordination, and execution of client events, and contribute to the creation and distribution of internal communications for the Workplace Experience team. Management of client workplace email accounts, RSVP, and feedback processes, along with overseeing all shipping, receiving, and mailroom operations, including package handling and vendor coordination, are crucial. Preparing documentation for domestic and international shipments and supporting workplace logistics and inventory records are also part of the role. The position requires assisting the Workplace Experience team with various tasks as needed, including research, AP and procurement duties, and reception/floor backup.

Requirements

• Exceptional customer service skills: ability to anticipate customer needs; consistently promotes a positive, “can-do” attitude; Corporate Culture Ambassador.
• Detail-oriented, capable of multitasking, professional verbal and written communication skills.
• Strong skills with all Microsoft Office and Google Suite applications including Outlook, Excel, PowerPoint, SharePoint, Google Sheets, Docs, Forms and Slides.
• Proactive self-starter requiring little direction; takes initiative when opportunities arise versus waiting to react.
• Mobile and flexible to accommodate requests.
• Positive and friendly attitude.
• Excellent organizational skills.
• Effective problem solver.
• High level of pride for workplace appearance.
• Ability to follow through on commitments in a timely manner; dependable and accountable.
• Deals effectively with numerous deadlines and constantly changing priorities, strong time management skills.
• Strategic and creative; listens to input, sees the possibilities and is open to applying new thinking and first-time solutions.
• Consummate team player.
• Understands a complex and constantly changing, fast-paced business environment.
• Able to lift 50 lbs.

Responsibilities

• Respond to internal & external inquiries to ensure complete customer satisfaction.
• Triage incoming inquiries and requests.
• Handle outgoing mail requests, waybills, and distribute incoming mail.
• Provide Concierge Services.
• Execute scheduled events.
• Perform Production Reconciliation.
• Facilitate informational events (meet and greet vendors).
• Manage Intranet postings.
• Perform Website updates.
• Maintain the concierge page website, ensuring accuracy and relevance of information specific to the studio.
• Manage and expand on-site service programs (contracts, relationship building), including car detailing, fitness classes, and dry-cleaning. Schedule vendors and manage amenity space for these programs.
• Manage the maintenance of coffee and water dispensing machines, conducting regular cleaning cycles and upkeep.
• Track Slack channels for service concerns and feedback, and manage ServiceNow tickets.
• Assist the on-site security team with visitor badging and other operations.
• Support the Workplace Experience team on various items, including administrative tasks, event support, and projects.
• Conduct daily studio walkthroughs, restock supplies, ensure meeting room setups with proper stationery and seating, and perform touch-ups to maintain a neat environment.
• Oversee management of studio meeting room bookings; assist with studio requests and general meeting support.
• Own day-of setup and execution of events, meetings, conferences, and workshops at the client site, including creating and distributing event plans, advance meetings, and serving as the day-of point of contact.
• Assist with research, organization, coordination, and execution of client events.
• Assist in the creation and distribution of all Workplace Experience internal communication (event and amenities, studio email blasts, digital displays, signage templates).
• Assist with the management of client workplace email accounts, RSVP, and surveys/feedback processes.
• Oversee all shipping, receiving, and mailroom operations, including package handling, vendor coordination, and asset tracking.
• Prepare and manage documentation for domestic and international shipments, including customs, LTL freight, and compliance forms.
• Support workplace logistics, maintain inventory records, and assist with all related tasks for the Ricoh and Workplace Experience teams.
• Assist the Workplace Experience team on an as-needed basis with various tasks and projects, including researching studio queries, AP and procurement duties, and reception and floor backup.

Benefits

• Medical insurance
• Dental insurance
• Life insurance
• Disability insurance
• Retirement plan with company matching contributions
• Team member tuition assistance programs
• Paid vacation time
• Paid holidays
• Other benefits to enhance health, wellness, and personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: No Education Listed