Office Service Representative II

1 week ago

Indianapolis, Indiana, United States Canon U.S.A., Inc. Full time
Job Title: Office Service Representative II

Under general supervision, this role is responsible for all mail, packages, and interoffice correspondence handling and dispatching for all classes of mail/packages. Responsibilities may also include copy center activities, reception, hospitality, and/or other duties as assigned.

Key Responsibilities:Customer Service

Ensures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.

Mail/Packages/Pouches

Receives, sorts, and delivers all incoming mail & packages according to assigned floors and within established time frames. Wraps, seals, weighs, affixes postage, and dispatches all outgoing mail/packages in accordance with postal regulations.

Prepares special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable).

Packages and processes outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines. Logs and delivers incoming overnight packages within established time frames.

Logs outgoing and incoming items as required and reviews for accuracy/completeness.

Supplies/Copying/Faxing/Administration

Organizes and distributes supplies to client employees as detailed in job requests. Verifies and logs orders upon delivery. Monitors inventory of copy supplies, stock paper, and toner and keeps supply area neat (inclusive of convenience copiers).

Handles items for distribution to a segment of or all of client employees, affiliates, dealers, etc.

Estimates runtime on the small to medium photocopy jobs. Checks all copies produced for quality and accuracy. Produces bound copies of work when requested. Delivers and picks up copy jobs.

May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls, and routine cleanings.

Operates facsimile machines; sends and receives facsimiles. Keeps complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, inputs facsimile data into computer for client charge back. Generates activity reports, confirmation reports, and calls the receiver to confirm receipt as necessary.

Prepares monthly production and volume reports in order to measure productivity and prepare billing charges.

Performs 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.

Moves boxes, supplies, or furniture; replaces light bulbs.

Documents scanning.

Prepares outgoing items for shipping.

Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site.

Additional duties as assigned.

Qualifications:
  • High school Diploma or equivalent
  • 2-5 years' experience working in a mailroom or professional office environment
  • Knowledge of metering, weighting, logging, and other shipping procedures
  • Proficiency in computer skills preferred
  • Ability to perform routine and some complex functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.)
  • Excellent customer service, professional attitude, and appearance are a must
  • Ability to work overtime & meet deadlines
Physical Demands:
  • Requires regular twisting/turning/squatting/bending/reaching/lifting and prolonged periods of sitting, standing, or walking.
  • May regularly lift and carry up to 20 lbs. and move (push mail cart) over 50 lbs.
  • May occasionally lift up to 50 lbs.
  • Frequent use of hand and foot controls.
  • May occasionally need to climb stairs.
What We Offer:

Competitive pay & 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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