Office Services Specialist

Job Description

Senior On-Site Service Specialist

Direct Mail Production Specialist Position Summary


The Senior On-Site Service Specialist will support the daily operations of a high-volume Direct Mail production environment. This role is responsible for preparing customer files, producing personalized mail campaigns, operating commercial print and finishing equipment, and preparing completed mailings for delivery to the United States Postal Service (USPS). The ideal candidate demonstrates strong attention to detail, proficiency with computer-based file preparation, and the ability to manage multiple projects while meeting strict production deadlines.


This position works closely with the Direct Mail production team to ensure the accurate and timely completion of customer mail campaigns from file setup through final mail submission and reporting.


Key Responsibilities File Preparation & Data Management

• Prepare and process customer mailing files using Microsoft Excel, Adobe Acrobat, and Adobe InDesign.
• Review customer-supplied data for accuracy and completeness prior to production.
• Perform data merges and variable data setup for personalized mail campaigns.
• Verify mailing lists and production files to ensure compliance with project requirements.
• Maintain accurate electronic records and production documentation.

Print Production

• Operate commercial digital printing equipment to produce high-volume direct mail campaigns.
• Monitor print quality throughout production runs and perform quality control checks.
• Troubleshoot routine production issues and escalate equipment concerns as needed.
• Manage paper stocks, toner supplies, and production materials to ensure uninterrupted workflow.
• Follow established production schedules and meet customer deadlines.

Finishing Operations

• Operate finishing equipment including cutters, inserters, folders, and related machinery.
• Trim printed materials to required specifications.
• Prepare mail pieces for insertion and automated envelope processing.
• Inspect completed work for accuracy, quality, and proper formatting.
• Package completed jobs according to customer and postal requirements.

Mail Preparation & Postal Processing

• Sort and organize mail pieces according to USPS regulations and mailing specifications.
• Prepare mail trays, labels, and documentation for postal submission.
• Ensure direct mail campaigns meet postal standards and requirements.
• Coordinate the transportation readiness of completed direct mail projects.
• Maintain accurate records of mail volumes and postal documentation.

Reporting & Administrative Tasks

• Complete mail accounting and job reporting for each production project.
• Track production metrics and maintain job logs.
• Document material usage and inventory levels.
• Assist in generating reports related to production, mailing activity, and customer projects.
• Support continuous improvement efforts within the Direct Mail operation.

Qualifications Education & Experience

• High School Diploma or GED required.
• 1-3 years of experience in print production, direct mail, mailing services, graphic production, or a related field preferred.
• Experience working in a production or manufacturing environment is a plus.
• Experience with commercial printing and mailing equipment preferred.

Technical Skills

• Proficiency in Microsoft Excel.
• Working knowledge of Adobe Acrobat.
• Experience with Adobe InDesign preferred.
• Ability to learn and operate commercial print and finishing equipment.
• Basic computer proficiency and data management skills.

Knowledge, Skills, and Abilities

• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple projects and changing priorities.
• Excellent organizational and problem-solving skills.
• Ability to follow detailed work instructions and production procedures.
• Strong communication and teamwork skills.
• Ability to maintain quality standards while working in a fast-paced production environment.
• Knowledge of direct mail processes and USPS mailing requirements is preferred.

Working Conditions & Physical Requirements

• Frequent standing, walking, bending, and reaching throughout the workday.
• Ability to lift and move materials weighing up to 50 pounds.
• Regular use of production equipment, commercial printers, cutters, inserters, and finishing machinery.
• Work environment may include exposure to printer noise, paper dust, toner, and varying temperatures.
• Requires attention to detail under tight production schedules and deadlines.

About Us

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information-how it is collected, stored, managed, and shared-to unlock the potential in every organization. We deliver services and technologies that inspire our customers' success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.
• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Augment your education with team member tuition assistance programs.
• Enjoy paid vacation time and paid holidays annually
• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.