What are the responsibilities and job description for the Office Service Representative I position at Canon?
Overview
The information below covers the role requirements, expected candidate experience, and accompanying qualifications.
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.
0-1 year experience working in a mailroom or professional office environment.
Some knowledge of metering, weighting, logging and other shipping procedures preferred.
Some computer skills preferred.
Ability to perform routine functions of most of the various equipment & systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, binding etc.).
Excellent customer service, professional attitude and appearance are a must.
Ability to work overtime & meet deadlines.
PHYSICAL DEMANDS / WORKING CONDITIONS / MENTAL QUALIFICATIONS
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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