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Mailroom Operations Specialist

2 months ago

Alpharetta Georgia, United States Canon Business Process Services, Inc. Full time

Overview:


Under general supervision, this role is accountable for the management and distribution of all mail, packages, and internal correspondence across various departments.

Responsible for the coordination, collection, and delivery processes of mail operations, as well as the assignment and execution of related tasks.

Responsibilities:
MAIL/PACKAGES/POUCHES

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

Prepare, seal, weigh, affix postage, and send all outgoing mail/packages in compliance with postal guidelines.

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

Package and manage outgoing overnight shipments, such as Federal Express and UPS, to meet client and vendor deadlines. Ensure timely delivery of incoming overnight packages.

Document outgoing and incoming items as required, ensuring accuracy and completeness.

SUPPLIES/COPYING/FAXING

Coordinate and distribute supplies to client personnel as outlined in job requests. Confirm and log orders upon receipt. Monitor inventory levels of copy supplies, stock paper, and toner, maintaining an organized supply area (including convenience copiers).

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

Estimate time for small to medium photocopy jobs. Review all copies produced for quality and precision. Create bound copies of work upon request. Deliver and collect copy jobs.

May assist with minor maintenance of photocopy machines, such as resolving paper jams, placing service calls, and performing 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 chargebacks. Generate activity reports, confirmation reports, and confirm receipt with the recipient as necessary.

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

May perform additional functions at the request of the Site Manager:

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

Provide reception duties such as answering phones, taking messages, and welcoming visitors.

Assist with moving boxes, supplies, or furniture; replace light bulbs.

May be asked to perform 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.

Qualifications:
High school diploma or equivalent required.

Some computer skills preferred.

Ability to perform or quickly learn routine functions of various equipment and systems (fax, scanner, metering, stamping tracking systems, photocopying, color copying, etc.).

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

Ability to work overtime and meet deadlines.

PHYSICAL DEMANDS
Physical activity is required, including bending, reaching, lifting, and prolonged periods of sitting or standing.

May lift and/or move up to 50 lbs.

What We Offer:
Competitive pay and benefits.

Comprehensive training and development programs that prepare employees for advancement.

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

Employee discounts on entertainment, products, and services nationwide.