Office Services Coordinator

Field Representative II, Cross Functional

POSITION PROFILE

Supports the daily operations of one or more MS locations including any or all of the following: copy production and finish work, operation of a mail center, receptionist, audio visual, administrative duties as assigned, maintaining billing logs and reports. Supports the MS logs and reports, the MS services during implementation and fills in for absences and vacations throughout the Ricoh locations.  Responsible for supporting operational objective at all sites assigned to. This position reports directly to the Sr, Site Manager or Field Manager of Enterprise Account.  This is a dedicated Field Rep for an account with multiple locations in the Philadelphia Metropolitan Area.

JOB DUTIES AND RESPONSIBILITIES

• Assists Site Manager or Supervisor in offering suggestions for improvement. May include new suggestions or suggestions to existing processes or procedures.


• Assists in the training of new and existing employees.


• Maintains accurate, complete, and up to date Site Procedure Guides, Forms and Logs, and other Site Branding as directed by Site Manager or Supervisor.


• Collects data for the completion of the Monthly Management Report as directed by the Site Manager or Site Supervisor.


• Orders paper, toner and other supplies as directed by Site Manager or Supervisor. In the absence of onsite personnel, may perform any of, but is not limited to the following duties:


• Processes all incoming and outgoing mail.


• Performs other mailroom functions, such as mail fulfillment, which includes sorting, filing, packaging, and processing shipments for delivery to multiple locations.


• Filing and labeling of documents and other materials for storage and retrieval.


• Shipping and Receiving, including the movement of boxes and or equipment.


• Provides Courier Service for the pickup and delivery of mail and copy jobs, on campus and offsite.


• Assists in the Copy Center and performs all functions required for the delivery and completion of all copy requests. May include the usage of binding, folders, laminators, etc.


• Performs basic troubleshooting on all equipment used within the RICOH Center.


• Assists in the coordinating of work assignments to meet specific deadlines and service deliverables.


• Directs or leads the Daily Huddle in the absence of the Site Manager or Supervisor. For one person sites, attend the Daily huddle via conference call.


• Performs Front Desk Receptionist duties.

QUALIFICATIONS (Education, Experience and Certifications)

Typically Required:

• Requires high school diploma plus 6-12 months of related work experience.


• Requires valid, violation-free driver's license along with reliable transportation and minimum levels of auto insurance coverage per RICOH policy.


• Requires experience in use & operation of shrink-wrap, paper cutter, hole driller, bindery equipment, jogger, tape machine, electric stapler, scales, collators & related equipment.


• Requires experience with postage meter and equipment.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to use and troubleshoot mailroom equipment


• Good organizational skills


• Good communications and customer service skills

WORKING CONDITIONS, MENTAL AND PHYSICAL DEMANDS

• Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level


• Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction; prepare, provide and convey diversified information


• Some physical effort is required which may involve long periods of standing, walking, bending, reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to 50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to move for repairs. Walking between buildings may be necessary.


• Moderate dexterity, regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.