Office Services Specialist

Office Services Specialist

Chicago, Illinois, United States

Field Support Specialist/Office Support Specialist

The Field Support Specialist/Office Support Specialist will report to the Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership.

Job Overview:

The Field Support Specialist/Office Support Specialist will be assigned to provide backfill coverage within their assigned region, filling in for staff who will be on scheduled and unscheduled time off. This position requires flexibility as there will be multiple locations where the FSS could be assigned. This assignment could also be same-day assignments based on unscheduled call-outs needing immediate support. This position is recognized as a critical role for customer satisfaction, continuity of business, and meeting our service level agreements. The goal for this role is to ensure customers are supported with continuous coverage in conformance of our service level agreements.

The FSS Representative provides exceptional overall office services experience, delivering operational functions in the following service lines: shipping & receiving, print & binding, facilities, hospitality, concierge, reception, data entry, document scanning, inventory/supplies management, and other processes which may be tailored to specific sites within the scope of our core business lines and service level agreements. Training will be facilitated at SPS sites within that region to establish FSS familiarity with the other SPS sites.

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

Duties and Responsibilities:

Mail Services:

• Provides exceptional world-class service to all clients (in all forms of communication).
• Processes inbound and outbound accountable and flat mail/packages and sorts by recipient/department utilizing manual or electronic chain of custody procedures.
• Performs duties associated with the shipping and receiving of materials such as packaging and sealing shipments.

Reprographics Services:

• Assists with copy/print production and/or monitors the copy/print equipment for satisfactory functionality.
• Provide binding services such as GBC, Velo, Coil, and Wire Internal
• Performs daily key operations of convenience multi-function devices (ensuring functionality, replenish toner/paper).
• Performs duties of scanning and imaging documents and light copy/print reproduction services.

Office Services:

• Maintains the Office Services Center area in a neat and orderly fashion.
• Service and replenish the pantry, conference, kitchen, or meeting areas.
• Provides general and preventative office maintenance & repair duties.
• Oversees office equipment maintenance and safety tests.
• Breakroom organization, cleaning, and stocking.
• Meeting room and conference room set-ups.
• Monitors the level of office supplies on the floors while replenishing.
• Inventories office supplies and orders accordingly.

Front of House:

• Provides reception or concierge (front of office) coverage as needed.
• Welcome guests, receive and catalog guest information, and orient new clients.
• Represent SPS Global and our clients positively in all interactions (in person, on the phone, and over email)
• Oversee the quality of the lobby concierge experience while demonstrating a spontaneous desire to assist others and provide excellent service
• Exhibit a courteous and gracious personality even in stressful situations, and build professional relationships with customers and other teams.
• Receiving guests and contacting associated client hosts, coordinating with Building Security, and managing access levels for clients.
• Answers and properly routes global calls.
• Logs visitors into the registration system.
• Provides light administrative support to staff as directed.

Competencies:

• Strong verbal and written communication skills.
• Excellent customer service skills.
• MS Office Suite experience with intermediate to expert competency.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD (Multi-Functional Device) equipment.
• Requires knowledge and understanding of shipping/receiving procedures and the ability to comprehend instructions.
• Possesses the ability to work independently and is capable of completing projects.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 2+ years of prior work experience preferred. Preference in office services, facilities, management, mail, shipping/receiving, warehouse, or hospitality.
• 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 the functions of the 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 following physical demands.

• Fine and/or gross motor skills, including the ability to grasp, lift, and/or carry 25 lbs. individually and 50 lbs. with assistance.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery and use of equipment such as ladders and binding machinery.
• Specific vision abilities required by this job include close vision, distance vision, the ability to adjust focus, and the ability to match or detect differences between colors, including shades of color and brightness (MFP color calibration and print requests require this ability).

Travel:

• Travel is an essential part of the Field Services Specialist role, and it is mandatory to have access to a reliable means of transportation.
• Assignments can include traveling from one SPS site to another SPS site after your arrival at your "home" location, as required by business need.
• Travel distance will be predominantly within the FSS's assigned region

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.

Compensation: The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors. Vacancy Status: This posting is for an existing vacancy.

Pay Range

$18 - $19 USD

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching