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Managed Office Services Specialist
3 weeks ago
Job Title: Managed Office Services Specialist Department: Operations
Reports to: Site Team Leader Worker category: Full Time
Job Summary:
A Managed Office Services Specialist fulfills the onsite contractual obligations of Avalon’s Managed Office Services accounts. They report directly to the client’s office to lend support through a variety of daily operations that could include copy center, mail room, legal, hospitality, and reception duties.
Supervisory/Responsibilities:
· None
Duties/Responsibilities:
The responsibilities of a Managed Office Services Specialist may include some or all the follow based on site.
Copy Center Responsibilities:
· Operate high speed copiers, printers, and scanners to produce client requested projects while following all production SOPs.
· Follow all standard operating procedure to ensure outputs are accurate and consistent with other team members
· Manage deadlines to ensure projects are completed on time.
· Operate finishing equipment which includes but not limited to cutters, laminators, and binding machines
· Properly track all job totals so billing can be accurate
· Quality control projects throughout the project life cycle to ensure desired results are met, correcting any mistakes as needed.
· Communicate project issues with team leader so they can be handled appropriately with the client
· Maintain confidentiality of all client materials
· Other production tasks as assigned
Mail Room Responsibilities:
· Manage mail processing in a timely manner so delivery deadlines can be met
· Deliver mail to appropriate recipients
· Manage large volumes of incoming and outgoing mail daily
Reception/Hospitality Responsibilities:
· Welcomes visitors and clients by greeting them, in person or on the telephone
· Answer a multi-line phone system and direct calls as appropriate
· Record attendance of staff
· Scheduling, preparing of conference rooms
· Data entry
· Stock supplies and maintain cleanliness in kitchens, conference rooms and other common areas
Required Skills/Abilities:
· Ability to anticipate needs and navigate problems with a creative, practical approach toward reaching successful resolution.
· Ability to prioritize workload to manage time, tasks and meet deadlines in a dynamic environment.
· Ability to operate desktop computer, scanner and other common office equipment including copiers, printers, etc.
· Demonstrated ability to communicate effectively (verbally and written) to a diverse audience
· Strong work ethic with a great attention to detail.
· High ability to exercise sound judgement and discretion
Education and Experience:
· Minimum of a high school diploma.
· Professional experience in customer service preferred.
· Prior experience working in a law firm a plus but not required.
Physical Requirements:
· Prolonged periods of sitting at a desk and working on a computer entering data.
· Prolonged periods of standing in front of office equipment.
· Occasional bending, kneeling, pushing, and pulling carts
· Making and receiving phone calls.
· Must be able to lift to 50 pounds.
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