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Mailroom Operations Specialist

2 months ago

Hilliard Ohio, United States Canon Business Process Services, Inc. Full time

Overview:


Under general supervision, the Mailroom Operations Specialist is tasked with the efficient handling and distribution of all mail, packages, and interoffice communications across various classes of mail/packages.

Responsibilities may also encompass copy center functions, reception duties, hospitality services, and other assigned tasks.

Responsibilities:

CUSTOMER SERVICE
Ensures complete customer satisfaction by understanding client expectations, proactively identifying and resolving issues, and fostering relationships.

MAIL/PACKAGES/POUCHES

Receive, categorize, and deliver all incoming mail and packages according to designated areas and within set time limits.

Prepare, seal, weigh, and dispatch all outgoing mail/packages in compliance with postal regulations.

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

Package and process outgoing overnight shipments, such as Federal Express and UPS, to meet client and vendor deadlines. Log and deliver incoming overnight packages promptly.

Maintain logs for outgoing and incoming items as required, ensuring accuracy and completeness.

SUPPLIES/COPYING/FAXING/ADMINISTRATION

Organize and distribute supplies to client personnel as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper, and toner, ensuring the supply area remains organized (including convenience copiers).

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

Estimate runtime for small to medium photocopy jobs. Review all copies produced for quality and accuracy. Produce bound copies of work upon request. Deliver and collect copy jobs.

May perform minor maintenance on photocopy machines, such as resolving paper jams, placing service calls, and conducting routine cleanings.

Operate facsimile machines; send and receive faxes. Maintain complete and accurate logs of incoming and outgoing faxes. Where appropriate, input fax data into the computer for client chargeback. Generate activity reports, confirmation reports, and confirm receipt with the receiver as necessary.

Prepare monthly production and volume reports to measure productivity and prepare billing charges.

Perform other administrative duties, including inserting, copying, and faxing as needed.

May also undertake any of the following functions at the direction of the Site Manager:

Set up and maintain kitchen areas and conference rooms, order food, and prepare beverages.

Provide reception services such as answering phones, taking messages, and greeting visitors.

Move boxes, supplies, or furniture; replace light bulbs.

Document scanning.

Prepare outgoing items for shipping.

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

Additional duties as assigned.

Qualifications:
A high school diploma or equivalent is required.

0-1 year of experience in a mailroom or professional office environment is preferred.

Some knowledge of metering, weighing, logging, and other shipping procedures is advantageous.

Basic computer skills are preferred.

Ability to perform routine functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, binding, etc.) is essential.

Excellent customer service skills, along with a professional demeanor and appearance, are mandatory.

Ability to work overtime and meet deadlines is required.

PHYSICAL DEMANDS/WORKING CONDITIONS/MENTAL QUALIFICATIONS

Regular twisting, turning, squatting, bending, reaching, lifting, and prolonged periods of sitting, standing, or walking are required.

May regularly lift and carry up to 20 lbs. and move (push mail cart) over 50 lbs.

Occasional lifting of up to 50 lbs. may be necessary.

Frequent use of hand and foot controls is required.

Occasional stair climbing may be necessary.

What We Offer:
Competitive pay and benefits.

Comprehensive training and development programs designed to prepare employees for advancement from within.

A company dedicated to fostering a positive work and client environment.

Employee discounts on entertainment, products, and services nationwide.

Join our team