Office Services Specialist

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

About the role

The Field 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 there may be multiple locations and same-day assignments based on immediate needs. The role is critical for customer satisfaction, business continuity, and meeting service level agreements. The Field Support Specialist ensures continuous coverage and delivers operational functions across service lines, including shipping & receiving, print & binding, facilities, hospitality, concierge, reception, data entry, document scanning, inventory/supplies management, and other tailored processes. Training will be provided at SPS sites within the region to establish familiarity with assigned locations.

Responsibilities

• Mail Services
  • Provides exceptional service to all clients through various forms of communication.
  • Processes inbound and outbound accountable and flat mail/packages, sorting by recipient/department using manual or electronic chain of custody procedures.
  • Performs duties associated with shipping and receiving, such as packaging and sealing shipments.
• Reprographics Services
  • Assists with copy/print production and monitors equipment for functionality.
  • Provides binding services (e.g., GBC, Velo, Coil, Wire).
  • Performs daily operations of multi-function devices, ensuring functionality and replenishing toner/paper.
  • Handles scanning, imaging documents, and light copy/print reproduction services.
• Office Services
  • Maintains the Office Services Center area in a neat and orderly fashion.
  • Services and replenishes pantry, conference, kitchen, or meeting areas.
  • Provides general and preventative office maintenance and repair.
  • 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 office supplies and orders 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 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 competency in MS Office Suite.
• Ability to handle multiple tasks simultaneously.
• Good 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.
• Builds professional relationships with customers and teams.
• Maintains professionalism and composure in all interactions.

Requirements

• High School Diploma (or equivalent) required.
• 6+ months of prior work experience preferred.
• Ability to work assigned hours as determined by 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 the position.
• Required to maintain a professional appearance and attitude.
• Adhere 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 required for operating office machinery and equipment such as ladders and binding machinery.
• Specific vision abilities required, including close vision, distance vision, ability to adjust focus, and ability to match or detect differences between colors (e.g., MFP color calibration and print requests).

Travel

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

Pay

Pay Range: $20 - $20 USD per hour.

Benefits

• Career Growth: Opportunity to learn new skills and uncover other career opportunities.
• Learning & Development: Promotes a culture of continuous learning.
• Recognition: Offers a variety of recognition programs 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 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, 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 across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.