Office Services Specialist

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

About the role

The Field Support Specialist/Office Support Specialist will provide backfill coverage within their assigned region, filling in for staff on scheduled and unscheduled time off. This position requires flexibility, as assignments may span multiple locations and include same-day coverage for unscheduled call-outs. The role is critical for maintaining customer satisfaction, business continuity, and service level agreements by ensuring continuous operational support.

Training will be provided at SPS sites within the region to familiarize the specialist with various locations and processes.

Responsibilities

• Mail Services
  • Provides exceptional service to all clients through various communication channels.
  • Processes inbound and outbound accountable and flat mail/packages, sorting by recipient/department using manual or electronic chain of custody procedures.
  • Performs shipping and receiving duties, including packaging and sealing shipments.
• Reprographics Services
  • Assists with copy/print production and monitors equipment functionality.
  • Provides binding services (e.g., GBC, Velo, Coil, Wire).
  • Performs daily operations of multi-function devices (MFDs), including replenishing toner/paper and ensuring functionality.
  • Handles scanning, imaging, and light copy/print reproduction services.
• Office Services
  • Maintains the Office Services Center in a neat and orderly fashion.
  • Services and replenishes pantry, conference, kitchen, or meeting areas.
  • Performs general and preventative office maintenance and repair duties.
  • Oversees office equipment maintenance and safety tests.
  • Organizes, cleans, and stocks breakrooms.
  • Sets up meeting and conference rooms.
  • Monitors and replenishes office supplies on floors; inventories and orders supplies as needed.
• Front of House
  • Provides reception or concierge coverage as needed.
  • Welcomes guests, receives and catalogs guest information, and orients new clients.
  • Represents SPS Global positively in all interactions (in-person, phone, email).
  • Oversees lobby concierge experience, demonstrating a proactive desire to assist others.
  • Exhibits a courteous and gracious personality, even in stressful situations.
  • Builds professional relationships with customers and teams.
  • Receives guests, contacts client hosts, coordinates with Building Security, and manages access levels.
  • Answers and routes global calls.
  • Logs visitors into the registration system.
  • Provides light administrative support to staff as directed.

Skills

• Strong verbal and written communication skills.
• Excellent customer service skills.
• Intermediate to expert proficiency in MS Office Suite.
• Ability to handle multiple tasks simultaneously.
• Strong organizational skills.
• Working knowledge of multi-functional device (MFD) equipment.
• Understanding of shipping/receiving procedures and ability to follow instructions.
• Ability to work independently and complete projects proactively.
• Seeks additional work during downtime.
• Maintains professionalism and composure in all interactions.

Requirements

• High School Diploma (or equivalent) required.
• 2+ years of prior work experience preferred, particularly in office services, facilities, management, mail, shipping/receiving, warehouse, or hospitality.
• Ability to work assigned hours as determined by the manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude for problem-solving.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for the role.
• Professional appearance and attitude.
• Adherence to all policies and procedures.

Physical Demands

• Approximately 50% of the time requires:
• Fine and/or gross motor skills, including the ability to grasp, lift, and/or carry 25 lbs. individually and 50 lbs. with assistance.
• Ability to walk, bend, kneel, stand, and/or sit for extended periods.
• Manual dexterity for operating office machinery and equipment (e.g., ladders, binding machinery).
• Specific vision abilities, including close and distance vision, ability to adjust focus, and ability to match or detect differences between colors (required for MFP color calibration and print requests).

Travel

Travel is an essential part of the role. Access to reliable transportation is mandatory. Assignments may require traveling between SPS sites within the assigned region after arriving at the "home" location, based on business needs.

Pay

Pay Range: $18 - $19 USD per hour.

Benefits

• Career Growth: Opportunity to learn new skills and explore other career paths.
• Learning & Development: Promotes a culture of continuous learning.
• Recognition Programs: Available for all levels of employees.
• Paid Time Off (PTO):
  • Full-time: Minimum of 80 hours/calendar year (may increase based on tenure or assigned account).
  • Part-time/temporary: Minimum of 1 hour for every 30 hours worked.
• Bonuses: Available for employee and client referrals.
• 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.
  • Short Term Disability, Life Insurance.
  • Education Discounts, 401k with matching, Entertainment Discounts.
• Note: Benefit offerings may vary for roles routinely under 30 hours/week. Inquire with Human Resources for details.

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 in banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

SPS embraces the uniqueness of its employees and is committed to fair and equal treatment, promoting a culture of access, inclusion, equity, and diversity.