Office Services Specialist

Reports to: Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership.

About the role

The Field Service Representative/Mailroom Specialist provides exceptional office and mail services in a “floating” capacity for positions where regular employees normally work but are out of office, or if particular projects require additional coverage. The role ranges from assisting with mail, reception, hospitality, facilities, and copy/print or similar office services functions. This position is based out of a specific client “home office” and sent to different client sites at short notice as needed. Flexibility and adaptability are keys to success for this position.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service.

Responsibilities

• Provides 5-star customer service to all employees (in all forms of communication).
• Answers all calls and provides an exceptional customer service experience for all incoming/outgoing visitors.
• Assists with light facilities duties as needed, such as but not limited to assisting customers in opening troubleshooting tickets, helping order supplies, stocking kitchens/service areas with supplies.
• Receives inbound mail/packages and sorts incoming mail, inputs into chain of custody software package.
• Manages outgoing mail/package transactions.
• Performs duties associated with shipping and receiving of materials.
• Notifies employees upon receipt of inbound deliveries.
• Distributes mail/packages to company personnel.
• Assists with office moves.
• Assists with copy/print orders and/or monitoring the copy/print equipment for satisfactory functionality.
• May be asked to help set up/take down conference rooms for meetings/events.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Trains back-up and provides guidance on policies and procedures.
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to clients.
• Provides reception or concierge (front of office) coverage as needed.

Requirements

• High School Diploma (or equivalent) required.
• 6+ months prior work experience preferred.
• Ability to work assigned work hours determined by the 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.

Skills

• Strong verbal and written communication skills.
• Excellent customer service skills.
• PC skills, MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Ability to work independently and complete projects.
• Ability to determine the correct method and packing material as well as validate packing slips for the accuracy of incoming and outgoing materials.
• Ability to work flexible schedule and hours.

Physical Demands

• Approximately 50% of the time this position requires fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to lift or move 40 lbs. or greater frequently.

Pay

Pay Range: $21 - $24 USD per hour.

Benefits

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: Promotes a work culture of learning so that you can develop to be the best at what you do.
• Recognition Programs: Offers a variety of recognition programs for all levels of employees.
• Paid Time Off (PTO):
  • Full time: Minimum of 80 hours/calendar year.
  • Part time/temporary: Minimum of 1 hour for every 30 hours worked.
  • PTO amounts may increase based on tenure and/or the assigned account.
  • PTO allows employees to take approved time off for any reason.
• Bonuses: Available for employee and client referrals for current employees.
• Benefit Offerings:
  • Medical, Dental, Vision
  • HCFSA, DCFSA, HSA
  • Commuter Transit and Parking Pre-Tax Plans
  • Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity
  • Legal Program, Identity Theft Protection
  • Pet Discounts, Pet Insurance
  • Group Home and Auto Insurance
  • EAP (Employee Assistance Program)
  • Short Term Disability, Life Insurance
  • Education Discounts
  • 401k with matching
  • Entertainment Discounts

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings. Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity, and diversity.