Document Services Specialist

Senior On‑Site Service Specialist

The Senior On‑Site Service Specialist provides daily operational support at a client site, delivering document production, mail services, equipment maintenance, and general facility support. This role operates high‑volume duplicating and production equipment and performs related tasks including copying, scanning, binding, shipping/receiving, and mail distribution.

This position may also support reception functions on a temporary or occasional basis and assist with hospitality services, file services, call center activities, and light building support operations. Due to the elevated level of customer interaction, presentation, and telephone proficiency required, this role is classified as Senior On‑Site Services Specialist.

The position reports to the Site Manager, Site Supervisor, or Assistant Site Manager, based on site configuration.

Key Responsibilities

• Operate high‑volume and production copy machines; perform binding and finishing work
• Conduct daily inspections of convenience copiers to ensure functionality and print quality
• Clear paper jams and escalate technical issues to service technicians
• Perform basic equipment troubleshooting and support
• Set up and maintain equipment (add toner, load paper, adjust settings)
• Perform document scanning and imaging services
• Provide temporary or occasional reception coverage as needed
• Maintain accurate records for management reports and supply inventories
• Distribute office supplies, fax transmissions, and mail to designated recipients
• Calculate job charges, maintain logs, and generate reports as required
• Respond to and coordinate customer service requests
• Perform filing, document purging, and archiving tasks per customer requests
• Deliver completed jobs within and between customer locations
• Maintain daily meter readings and service logs
• Travel between customer buildings when required
• Address customer inquiries regarding job status and feasibility
• Keep copier and supply areas clean, organized, and well stocked
• Perform shipping and receiving functions, including dock/mailroom duties
• Assist with meeting room and conference room setups
• Support building occupant moves within assigned facilities
• Perform light maintenance and cleaning duties as assigned
• Work occasional overtime, including evenings, weekends, or emergency response
• Operate bindery and finishing equipment such as paper cutters, shrink‑wrap machines, joggers, stackers, staplers, scales, and drills
• Use copiers, scanners, fax machines, postage meters, calculators, and basic PC applications
• Demonstrate understanding of the Ricoh Services Portfolio and supporting technologies
• Ensure accurate data entry for Ricoh MOR, SPG, and job logs
• Perform other duties as assigned

Qualifications

Education & Experience

• High school diploma or GED required
• 1–2 years of related work experience
• Previous copy/print services experience preferred

Licenses & Certifications

• Valid driver's license may be required
• Auto insurance coverage meeting Ricoh standards (if applicable)

Technical Skills

• Basic computer proficiency, including Microsoft Office Suite

Knowledge, Skills, and Abilities

• Working knowledge of copiers and related office equipment preferred
• Understanding of shipping and receiving procedures
• Basic electronics knowledge preferred
• Ability to work independently with minimal supervision
• Strong organizational and problem‑solving skills
• Ability to follow instructions related to mail and document handling
• Proficiency in packing, labeling, and verifying shipping documentation
• Ability to read and comprehend technical manuals and written instructions
• Excellent customer service, communication, and interpersonal skills

Working Conditions & Physical Demands

• Frequent exposure to copier noise, toner, paper dust, and varying temperatures
• Potential exposure to weather conditions while traveling between buildings
• Daily interaction with customers, employees, and management
• Fast‑paced environment with tight deadlines and quick turnaround times
• Physical demands include standing, walking, bending, reaching, lifting up to 50 lbs., and pushing or pulling wheeled equipment weighing up to 400 lbs.

The statements above describe the general nature and level of work performed and are not intended to be an exhaustive list of all duties, responsibilities, or working conditions associated with the role.