Canon Business Process Services

Managed workplace and document services

Office Service Representative 3

Office Clerical & RecordsUpdated on Nov 5

Full-timePortsmouth, NH, USANo salary listedIn-person

About the Job

Requirements

A high school diploma or equivalent is required.
At least 5 years of experience working in a mailroom or professional office environment is required.
Thorough knowledge of metering, weighing, logging, and other shipping procedures is required.
Proficiency in computer skills is required.
Ability to perform complex functions of office equipment and systems—including fax machines, scanners, metering and stamping equipment, tracking systems, and photocopiers, including color copiers—without supervisor guidance is required.
Ability to work overtime and meet deadlines is required.
The role requires regular twisting, turning, squatting, bending, reaching, lifting, and prolonged periods of sitting, standing, or walking.
Ability to regularly lift and carry up to 20 pounds and move items over 50 pounds using a mail cart is required; occasional lifting of up to 50 pounds may be required.
Frequent use of hand and foot controls and occasional stair climbing may be required.

Responsibilities

Receive, sort, and deliver incoming mail and packages to assigned floors within established time frames.
Wrap, seal, weigh, affix postage to, and dispatch outgoing mail and packages in accordance with postal regulations.
Prepare scheduled special outgoing inter-office pouches for client affiliates, where applicable.
Package and process outgoing overnight shipments, including Federal Express and UPS items, to meet client and vendor deadlines; log and deliver incoming overnight packages within established time frames.
Log incoming and outgoing items as required and review them for accuracy and completeness.
Organize and distribute supplies to client employees according to job requests; verify and log orders upon delivery; monitor copy-supply, paper, and toner inventory; and keep the supply area neat, including convenience copiers.
Handle items for distribution to some or all client employees, affiliates, and dealers.
Estimate runtime for small and medium photocopy jobs; check copies for quality and accuracy; produce bound copies when requested; and deliver and pick up copy jobs.
Perform minor photocopier maintenance, such as clearing paper jams, placing service calls, and routine cleaning.
Operate facsimile machines to send and receive documents; maintain accurate logs; enter fax data into the computer for client chargebacks where appropriate; generate activity and confirmation reports; and contact receivers to confirm receipt as needed.
Prepare monthly production and volume reports to measure productivity and prepare billing charges.
Perform administrative duties such as inserting, copying, photocopying, and faxing as needed.
As directed by the Site Manager, set up and maintain client kitchen areas and conference rooms, order food, and make coffee.
As directed by the Site Manager, answer telephones, take messages, and greet visitors.
As directed by the Site Manager, move boxes, supplies, or furniture and replace light bulbs.
As directed by the Site Manager, perform document scanning and prepare outgoing items for shipping.
Learn new features and functionality of copying machines, fax machines, scanners, and shipping equipment as they are introduced at the site.
Perform other duties as assigned.

Overview

Under general supervision, 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.

Responsibilities

CUSTOMER SERVICE

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

MAIL/PACKAGES/POUCHES

Receive, sort, and deliver all incoming mail & packages according to assigned floors and within established time frames
Wrap, seal, weigh, affix postage and dispatch all outgoing mail/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/completeness

SUPPLIES/COPYING/FAXING/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 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 the 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 machine 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 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
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
Move boxes, supplies or furniture; replace light bulbs
Document scanning
Prepare 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
5+ years’ experience working in a mailroom or professional office environment
Thorough knowledge of all metering, weighting, logging and other shipping procedures
Proficiency in computer skills
Ability to perform complex functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photo-copying, color copying, etc.) without guidance from supervisor
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!

Come Join Our Team!

About the Company

Canon Business Process Services

Managed workplace and document services

Canon Business Process Services is a managed-services provider that helps organizations operate document, workplace, and business-support functions. Its services include mail and print operations, records and information management, office services, logistics, and managed workforce programs. The company designs and runs outsourced processes for clients seeking more consistent, measurable operations. CBPS operates in business-process outsourcing and managed services, embedding teams and workflows inside client environments to run essential back-office and workplace processes with documented standards, reporting, staffing, and improvement practices. Client programs are tailored to the workplace, compliance needs, and required service levels.

Company size: Not listed
Company stage: Not listed
Total funding: Not listed
Headquarters: Not listed
Founded: Not listed

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