Office Services Specialist

Job Title

Job Description: Driving: No (please verify a valid DL, because if this position leads to conversion, the candidate will drive client vehicles)

Dress Code

Golf/Polo Shirt or similar type, Long Pants, Closed Toed Shoes in the office (Sneakers/Tennis Shoes are acceptable), Steel Toed boots when performing Shipping functions and delivering mail in production areas, Additional PPE as required by job functions and production area

Interview Type

In-Person

Parking is provided. The contingent worker will work mostly in an office environment, however, they will be expected to enter into the mill in order to deliver mail to the offices there. The contingent worker will have to wear Personal Protective Equipment according to department guidelines; usually this means Hard Hats, Glasses, Hearing Protection, Steel Toed Boots and a High Vis outerwear sometimes Gloves. The site has anything they would need, but have limited availability on actual safety shoes and may have to wear slip on Steel Toes if they do not own a pair of steel-toed shoes.

Site Functions and Updates

Monitor and respond to email, phone calls, tickets (could be either client or customer system) daily meeting the contracted response time requirements per the SLA. Complete all contracted and/or assigned site tasks by the required deadline. If there are changes needed to the sites Site Procedures Guide, Emergency Response Plan, or Business Continuity Plan, work with the Site Leader to implement. If there are changes to any document, ensure the electronic versions stored on the One Drive and the SharePoint Site are updated and any on site hard copy documents are updated as well.

Shipping

Ensure all mail, shipping, supply functions, Water Coolers are completed on time and with 100% accuracy per the established Service Level Agreements in the customer's contract. Daily mail runs, mail/package pickups and deliveries must be completed per the contracted SLA's. Load postage (per details in the SPG) on the mail/postage machine as required when the level reaches the limit prescribed in the SPG. Safely and properly operate all equipment per the SPG. Drive vehicle to assigned stops for pickup and delivery of packages, mail, and various materials. Inspect and keep the vehicle clean and organized, and schedule maintenance with the Site Leader or Customer's Garage. Fill out and maintain all applicable logs. Specific routes including stops must be detailed in the SPG (both description and pictures). Operate vehicle in a safe manner, obeying all traffic and moving vehicle laws, and applicable Customer Safety Requirements. Any accidents or damage to the vehicle will be reported to the Site Manager immediately.

Reception

Maintain, retrieve, replace, pickup, deliver, inventory and store records per the SPG and contracted SLA's. Ensure records are secure per the customer's directives. Empty shredder cabinets or deliver/swap out shredder totes as needed. When removing records from storage or sending off site, ensure a chain of custody document is created and signed off on to create an accountability for the records. Check in/out and refile records as detailed in the SPG. Responsible for filling out and maintaining all applicable logs. Follow proper procedures outlined in the SPG and SLA for welcoming visitors, maintaining and issuing Visitor PPE, issuing badges, and other duties. Responsible for filling out and maintaining all applicable logs. Ensure all production functions for Badges, Plant Signs, Copy Jobs, and Office Moves are completed on time and with 100% accuracy per the established Service Level Agreements in the customer's contract. Ensure all jobs have a Quality Assurance check completed before submitting to the customer.

Imaging

Answer telephone calls at customer site using phraseology approved by client and the Customer. Telephone calls must be answered within the prescribed answering time in the contracted SLA's. Provide the highest level of customer service and assistance to the caller. Forward calls as necessary, take messages and communicate via email or messaging if required to ensure customers receive messages. Scan and electronically file customer documents per the contracted SLA's and Site Procedures Guide. Ensure quota for daily, weekly, or monthly SLA requirement is met with 100% accuracy. Correctly route and or/file electronic documents in their proper file or location. As applicable, inventory all monthly to ensure inventories are not depleted. Responsible for filling out and maintaining all applicable logs.