Office Service Representative

3 days ago

San Francisco, California, United States Canon U.S.A., Inc. Full time
Job Title: Office Service Representative I

Under general supervision, this role is responsible for handling and dispatching all classes of mail and packages for the office. Additional duties may include copy center activities, reception, hospitality, and other tasks as assigned.

Responsibilities:Customer Service
  • Ensure total customer satisfaction through understanding of customer expectations, proactive problem identification and resolution, and maximizing opportunities to build relationships.
Mail and Packages
  • Receive, sort, and deliver all incoming mail and packages according to assigned floors and within established time frames.
  • Wrap, seal, weigh, affix postage, and dispatch all outgoing mail and packages in accordance with postal regulations.
  • Prepare special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable).
  • Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines. Log and deliver incoming overnight packages within established time frames.
  • Log outgoing and incoming items as required and review for accuracy and completeness.
Supplies, Copying, Faxing, and Administration
  • Organize and distribute supplies to client employees as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper, and toner and keep the supply area neat (inclusive of convenience copiers).
  • Handle items for distribution to a segment of or all of client employees, affiliates, dealers, etc.
  • Estimate runtime on small to medium photocopy jobs. Check all copies produced for quality and accuracy. Produce bound copies of work when requested. Deliver and pick up copy jobs.
  • May provide minor maintenance of photocopy machines such as solving paper jams, placing service calls, and routine cleanings.
  • Operate facsimile machines; send and receive facsimiles. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into the computer for client charge back. Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary.
  • Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.
  • Perform other administrative duties from inserting, copying, and photocopying to faxing as needed.
  • May possibly perform any of the following functions at the direction of the Site Manager:
    • Set up and maintain client's kitchen areas and conference rooms, order food, and make coffee.
    • Provide reception work such as answering telephones, taking messages, and greeting visitors.
    • Move boxes, supplies, or furniture; replace light bulbs.
    • Document scanning.
    • Prepare outgoing items for shipping.
Qualifications:
  • High school diploma or equivalent.
  • 0-1 year experience working in a mailroom or professional office environment.
  • Some knowledge of metering, weighting, logging, and other shipping procedures preferred.
  • Some computer skills preferred.
  • Ability to perform routine functions of most of the various equipment and systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, binding, etc.).
  • Excellent customer service, professional attitude, and appearance are a must.
  • Ability to work overtime and meet deadlines.
What We Offer:
  • Competitive pay and benefits.
  • Comprehensive training and development programs that prepare employees to advance from within.
  • A company focused on creating a positive work and client environment.
  • Employee discounts on entertainment, products, and services nationwide.

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