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Managed Office Services Specialist

4 months ago

Omaha, United States Avalon Document Services Full time

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.