Canon Business Process Services

Managed workplace and document services

Office Service Representative 2

Office Clerical & RecordsUpdated on Nov 5

Full-timeScottsdale, AZ, USANo salary listedIn-person

About the Job

Requirements

A high school diploma or equivalent is required.
Two to five years of experience working in a mailroom or professional office environment is required.
Knowledge of metering, weighing, logging, and other shipping procedures is required.
Proficiency in computer skills is preferred.
Ability to perform routine and some complex functions using fax, scanner, metering, stamping, tracking, photocopying, and color-copying equipment and systems is required.
Excellent customer service, a professional attitude, and a professional appearance are 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.
The role may regularly require lifting and carrying up to 20 pounds and pushing a mail cart weighing over 50 pounds; occasional lifting up to 50 pounds may be required.
Frequent use of hand and foot controls is required; occasional stair climbing may be needed.

Responsibilities

Handle and dispatch all classes of mail, packages, and interoffice correspondence; duties may also include copy-center activities, reception, hospitality, and other assigned duties.
Ensure customer satisfaction by understanding expectations, proactively identifying and resolving issues, and building customer relationships.
Receive, sort, and deliver incoming mail and packages according to assigned floors and established time frames; prepare outgoing mail and packages by wrapping, sealing, weighing, affixing postage, and dispatching them in accordance with postal regulations.
Prepare scheduled special outgoing interoffice pouches to client affiliates, when 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 deliveries, monitor copy-supply inventory, replenish paper and toner, and keep supply areas neat, including areas for convenience copiers.
Handle items for distribution to some or all client employees, affiliates, dealers, and others.
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 fax machines to send and receive faxes; maintain accurate logs, enter fax data into client charge-back systems when appropriate, generate activity and confirmation reports, and contact recipients 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.
At the Site Manager’s direction, set up and maintain client kitchen areas and conference rooms, order food, and make coffee.
At the Site Manager’s direction, provide reception services, including answering telephones, taking messages, and greeting visitors.
At the Site Manager’s direction, move boxes, supplies, or furniture and replace light bulbs.
At the Site Manager’s direction, perform document scanning and prepare outgoing items for shipping.
Learn new features and functions of copying machines, fax machines, scanners, and shipping equipment as they are introduced at the site.
Perform additional 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
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!

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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