Under general supervision, will perform a variety office services functions. Tasks may include mail processing & distribution, copy/scan/imaging/ fax, hospitality, reception and records, depending on customer needs,
Responsibilities:
CUSTOMER SERVICE
- Insures total customer (internal & external) satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships
MAIL/PACKAGES/POUCHES
- Receive, sort, and deliver all incoming mail & packages according to assigned floors and within established time frames Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations
- Prepare special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable)
- Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines; Log and deliver incoming overnight packages within established time frames
- Log outgoing and incoming items as required and review for accuracy/completeness
SUPPLIES/COPYING/FAXING/ADMINISTRATION
- Organize and distribute supplies to client; Verify and log orders upon delivery; Monitor inventory of copy supplies, stock paper and toner and keep supply area neat (inclusive of convenience copiers)
- Handle items for distribution to a segment of or all of client employees, affiliates, dealers, etc
- Estimate runtime on the small to medium photocopy jobs; Check all copies produced for quality and accuracy; Produce bound copies of work when requested; Deliver and pick up copy jobs
- May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings
- Operate facsimile machines; send and receive facsimiles; Keep complete and accurate logs of incoming and outgoing facsimiles; Where appropriate, generate activity and confirmation reports, and call the receiver to confirm receipt as necessary
- Perform other administrative duties from inserting, copying and photocopying to faxing as needed
- Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site
May possibly perform any of the following functions at the direction of the Site Manager:
- Set up and maintain client’s kitchen areas and conference rooms, order food and make coffee
- Provide reception work such as answering telephones, taking messages and greeting visitors
- Move boxes, supplies or furniture; replace light bulbs
- May be requested to perform document scanning
- Prepare outgoing items for shipping
- Additional responsibilities that other employees at that site do not perform
- May prepare reports in order to measure productivity and prepare billing charges
