Office Services Specialist

Job Description

Job Description

Job Summary:

• Assist with daily mail runs , including riding along between multiple stops across the city.
• Post and distribute mail to designated locations.
• Assist with various office services and administrative support tasks .
• Perform extensive walking throughout the workday.
• Travel between customer buildings/sites as required.
• Work independently with minimal supervision and manage assigned tasks efficiently.
• Provide general support with mail, copying, scanning, shipping/receiving, and office services .

2. Core Job Responsibilities

Mail & Distribution

• Sort, distribute, and handle incoming and outgoing mail/faxes .
• Apply appropriate postage and operate postage meters.
• Deliver completed jobs, mail, and supplies to predetermined locations.
• Perform mail runs and travel between customer buildings.
• Distribute office supplies, mail, and fax transmissions.
• Assist with shipping, receiving, and occasional dock/mailroom activities.
• Follow instructions related to mail delivery and distribution .

Copy / Print / Document Services

• Operate high-volume/production copy machines .
• Perform copying, printing, scanning, and imaging of documents.
• Perform binding and finishing work.
• Use equipment such as:
• Paper cutters
• Hole drillers
• Bindery equipment
• Joggers
• Tape machines
• Electric staplers
• Stackers
• Scales
• Shrink-wrap machines
• Maintain daily meter and service logs.
• Calculate job charges and maintain job-related records/logs.
• Deliver completed print/copy jobs to designated locations.

Copier & Equipment Support

• Check convenience copiers through daily inspections.
• Ensure equipment is properly stocked with toner and paper .
• Clear paper jams.
• Perform basic equipment troubleshooting .
• Identify equipment problems and escalate issues to technicians.
• Respond to and coordinate customer service calls.
• Basic knowledge of copier equipment and repair is preferred.

Shipping & Receiving

• Perform shipping and receiving functions.
• Check packing slips for accuracy.
• Determine appropriate packing methods and materials.
• Prepare materials for shipment.
• Receive incoming materials and supplies.
• Maintain inventory and records of supplies.

Office / Facilities Support

• Perform filing, document purging, and archiving.
• Maintain copier and work areas in a clean and well-stocked condition.
• Assist with meeting and conference room setups.
• Support building occupant moves when required.
• Perform light maintenance and cleaning duties as assigned.
• May provide temporary/occasional reception support .
• May assist with hospitality, file services, call center, and other office support functions.

3. Required Qualifications

• High school diploma or GED .
• 1–2 years of related work experience .
• Basic computer skills.
• Proficiency with Microsoft Office Suite .
• Ability to work independently with minimal supervision.
• Ability to understand and follow written and verbal instructions.
• Strong troubleshooting and problem-solving skills .
• Excellent customer service and verbal communication skills.
• Ability to read and understand technical information, manuals, parts books, and related publications.
• Ability to perform extensive walking.
• May require a valid driver's license and required auto insurance coverage, depending on the assignment.

4. Preferred Qualifications

• Previous copy/print services experience .
• Copier/equipment operation and basic repair knowledge.
• Basic electronics knowledge .
• Shipping and receiving experience.
• Mailroom experience.
• Bindery/finishing experience.
• Scanning/imaging experience.
• Reception or customer service experience.

5. Key Skills to Look for in Candidates

Most Relevant:

• Mail Distribution
• Mailroom Operations
• Mail Delivery
• Copying
• Printing
• Scanning
• Document Imaging
• Copier Operation
• Copier Troubleshooting
• Equipment Troubleshooting
• Shipping
• Receiving
• Packing
• Inventory
• Office Services
• Customer Service
• Microsoft Office
• Filing
• Bindery
• Finishing
• Postage / Postage Meter
• Data Entry / Record Maintenance
• Problem Solving
• Independent Work
• Verbal Communication

6. Ideal Candidate Profile

The strongest candidate would have a combination of mailroom/office services + copy/print + shipping/receiving experience . They should be comfortable being on their feet and walking extensively , traveling between locations, operating copiers and related equipment, handling mail and packages, and troubleshooting basic equipment issues.

They should also be self-sufficient , customer-service oriented, comfortable following procedures independently, and able to switch between mail delivery, copying/printing, shipping/receiving, scanning, inventory, and general office-support duties throughout the day.

 

\nCompany Description

Software Galaxy Systems, LLC (SGS) is an award-winning Contingent Workforce Services firm providing a broad range of integrated suite of services through a global delivery platform. SGS brings innovative talent management strategies to empower its clients to stay focused on growth of their core competencies. SGS has developed a comprehensive process-oriented methodology to manage high-volume contingent labor, payroll services and SOW’s for today’s competitive landscape.

SGS is proud of the partnerships it has built with its clients, MSP’s, and employees which has allowed it to deliver unparalleled service to its wide-ranging customer base. SGS is a certified minority owned enterprise that provides innovative yet practical solutions, from concept through execution. We combine technology with strategy and aim to deliver results today that endure tomorrow. SGS’ client centric approach delivers unparalleled value with vastly responsive, streamlined and highly process oriented workforce solutions.

SGS has been awarded and acknowledged by leading MSP’s (i.e., KellyOCG, TAPFIN, Guidant Global, etc.) for its exemplary performance in the contingent workforce space.

Company Description

Software Galaxy Systems, LLC (SGS) is an award-winning Contingent Workforce Services firm providing a broad range of integrated suite of services through a global delivery platform. SGS brings innovative talent management strategies to empower its clients to stay focused on growth of their core competencies. SGS has developed a comprehensive process-oriented methodology to manage high-volume contingent labor, payroll services and SOW’s for today’s competitive landscape.\r\n\r\nSGS is proud of the partnerships it has built with its clients, MSP’s, and employees which has allowed it to deliver unparalleled service to its wide-ranging customer base. SGS is a certified minority owned enterprise that provides innovative yet practical solutions, from concept through execution. We combine technology with strategy and aim to deliver results today that endure tomorrow. SGS’ client centric approach delivers unparalleled value with vastly responsive, streamlined and highly process oriented workforce solutions.\r\n\r\nSGS has been awarded and acknowledged by leading MSP’s (i.e., KellyOCG, TAPFIN, Guidant Global, etc.) for its exemplary performance in the contingent workforce space.