Office Services Specialist (On Call)

Job Title: Office Services Specialist/Field Support Specialist (On Call)

Reports To: The Office Services Specialist (On Call), will report to the Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership. 

Job Overview: 

The Office Services Specialist (On Call) provides exceptional office and mail services in a “floating” capacity for positions where regular employees normally work but are out of office, or if particular projects require additional coverage. The role ranges from assisting mail, reception, hospitality, facilities, and copy/print, or similar office services functions. This position is based out of a specific client “home office” and sent to different client sites at short notice as needed. Flexibility and adaptability are keys to success for this position. 

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service. 

Duties and Responsibilities: 

• Provides 5-star customer service to all employees (in all forms of communication). 
• Answers all calls and provides an exceptional customer service experience for all incoming/outgoing visitors. 
• Assists with light facilities duties as needed, such as but not limited to assisting customers in opening troubleshooting tickets, helping order supplies, stock kitchens/service areas with supplies.  
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package. 
• Manages outgoing mail/package transactions. 
• Performs duties associated with shipping and receiving of materials. 
• Notifies employees upon receipt of inbound deliveries. 
• Distributes mail/packages to company personnel. 
• Assists with office moves. 
• Assists with copy/print orders and/or monitoring the copy/print equipment for satisfactory functionality. 
• May be asked to help set up/ take down conference rooms for meetings/events. 
• Proactively seeks out additional work during downtime. 
• Builds professional relationships with customers and other teams. 
• Maintains professionalism and composure when interacting with all employees. 
• Trains back-up and providing guidance on policies and procedures. 
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to client. 
• Provides reception or concierge (front of office) coverage as needed. 

Competencies: 

• Strong verbal and written communication skills. 
• Excellent customer service skills. 
• PC skills MS Office Suite experience. 
• Ability to handle multiple tasks simultaneously. 
• Good organizational skills. 
• Working knowledge of MFD equipment. 
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions. 
• Possesses the ability to work independently and is capable of completing projects. 
• Ability to determine the correct method and packing material as well as validate packing slips for the accuracy of incoming and outgoing materials. 
• Ability to work flexible schedule and hours. 

Qualifications and Education Requirements: 

• High School Diploma (or equivalent) required.  
• 6+ months prior work experience preferred. 
• Ability to work assigned work hours determined by the manager.  
• Excellent organizational and time management skills. 
• Analytical abilities and aptitude in problem-solving. 
• Superb written and verbal communication skills. 
• Current knowledge or ability to learn computer-based systems required for functions of position. 
• Required to maintain an overall professional appearance and attitude. 
• Adhere to all policies and procedures required. 

Physical Demands: 

• Approximately 50% of the time this position requires the below physical demands. 
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs. 
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time. 
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.). 
• Ability to lift or move 40 lbs. or greater frequently. 

Travel: None or Negligible 

Other Duties: 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.