Maintain an extensive floor presence while acting as the point of contact providing high level hospitality,
and customer services to our client, client guests and vendors, greeting customers and visitors with a
high degree of professionalism and courtesy
ResponsibilitiesCUSTOMER SERVICE / CONCIERGE
· Insures total customer satisfaction through understanding of customer expectations, proactive problem
identification/resolution, and maximizing opportunities to build relationships.
· Work in a high visibility seating and production location while working with facilities, catering and other vendors when needed.
· Accept concierge requests for assistance such as coordinating services with the office services central team, being familiar
with the hospitality guidelines and standards for the firm and communicating these to guests and firm employees
LEVEL 1 IT SUPPORT
· Troubleshoot and research technical problems where a resolution is unknown. This may require speaking to a vendor’s
technical support person, searching online databases, software help files or other sources that are available.
· Create, escalate, and close tickets on the Helpdesk ticketing platform including maintaining records of all equipment used
by the end user working in and away from the office, such as laptop computers and portable printers
· Assists with the installation, configuration, and ongoing usability of desktop computers, peripheral equipment and software
within established standards and guidelines.
· On-boarding /Off-boarding: Setup/remove hardware/software and mobile devices upon arrival and departure. For
onboarding – assist with first login: set printers and e-signature; change login password; setup mobile device and
telephone.
· Coordinate the distribution of media supplies – laptops, mobile devices and accessories.
· Ensure desktop computers interconnect seamlessly with all systems including associated validation systems, file servers,
email servers, computer conferencing systems, application servers, and administrative systems.
· Provide off hours support as required, particularly on call support on weekends.
· Assist with ensuring the security of all systems and equipment including reporting and remediating phishing and malware
attacks.
· Assist with special projects as they arise such as conversions, moves or setting up "special" software
· Work in conjunction with AV Team to set up technology in conference rooms, including but not limited to, video and audio
collaboration.
· Occasional printer support and maintenance such as clearing print queues.
· Other responsibilities as they may be assigned from time-to-time
MAIL/PACKAGES/POUCHES
· Responsible for the handling, routing, pick-up and delivery activities of all internal and external mail operations and performs
related duties as required.
· Receive, sort, and deliver all incoming mail and packages according to assigned floors and within established time frames.
Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations.
· Prepare overnight items (Federal Express, UPS) and special outgoing inter-office pouches
· Log outgoing and incoming items as required and review for accuracy/completeness.
RECORDS
· Maintain files
· Retrieve files from offsite storage for client use as requested. Deliver files to clients within established time frames.
Ensure files are properly logged for location and accountability.
· Prepare files to be sent for storage.
· Maintain cataloging process, procedures as well as rules and regulations
· Create files through data entry into file tracking software, apply labels to folders, inter-filing (alphabetically) and sorting
(numerically)
· Verifying and updating documents according to compliance codes and standards
· Act as a point of contact for larger imaging and records projects handled by the Office Services central team
· Evaluating current cataloging system for completeness, efficiency and usefulness by taking inventories and reviewing retrieval needs IMAGING · Under general supervision, is responsible for complete knowledge and understanding of imaging software. Ability to operate scanning equipment including Ricoh, Kodak, Canon, Minolta etc. Coordinate, preparation, prioritize, process and quality check, documents for scanning, electronic file conversions, electronic stamping, blowbacks, indexing, load files, specified delivery media etc. Complete all projects per customer’s requests within established time frames. Maintenance of all scanning equipment and work-space is necessary. Resolve minor technical problems (when there are paper jams or scanning output is not up to par). May also perform other related duties as required. · Coordinate, prepare, process projects for document scanning, electronic conversion, indexing, stamping. Check specifications on the request form for accuracy, quality and time requirements. · Prepare request forms on behalf of end users when not already present. · Redirect larger imaging jobs to the office services center with complete instructions; provide guidance on any questions the office service center has for completing the job · Upon completion of processing documents/ electronic files quality check production and then output to the client’s specified delivery media. i.e. single page/ multipage tiff, OCR, PDF, email, CD, DVD, load files etc. · Duplicate and label DVD’s, CD’s using the labeling format specified by the client within the requested timeframes. · Complete blowback requests per client’s requirements accurately, efficiently, with in the specified time requirements. · Maintain scanner quality (i.e. cleaning lens, reporting mechanical failures). Maintain required levels of quality and rates of production. · Log in/out boxes for scanning. Record objective and bibliographic information as appears on documents. Create bar codes for documents. Follow document preparation procedures. · Prepare monthly production and volume reports in order to measure productivity and prepare billing charges. SUPPLIES/COPYING/FAXING/ADMINISTRATION · Organize and distribute supplies to client employees as detailed in job requests. Verify and log orders upon delivery. Monitor inventory of copy supplies, stock paper and toner and keep supply area neat (inclusive of convenience copiers). · Estimate runtime on the small to medium photocopy jobs. Check all copies produced for quality and accuracy. Produce bound copies of work when requested. Deliver and pick up copy jobs. · May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings. · Operate facsimile machines to send and receive documents. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into computer for client charge back. and · Prepare reports to track, measure, and verify production and volume. · Perform other duties from inserting, copying, binding and scanning as needed and per available equipment · Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site.
END USER TRAINING · Responsible for providing end users with training on how to use Canon services and tools, including job submission tools, request services from office services team, monitor requests via job tracking tools · Provide onboarding training for firm Records Management System (RMS) NetDocuments based on established training program; help maintain and update the training program based on changes to the RMS. Training is limited to the technical components of the RMS, not the policy proscriptions established by the firm. May perform any of the following functions in addition to the above at the direction of the Site Manager: · Set up and maintain client’s kitchen areas and conference rooms, order food and make coffee · Move boxes, supplies or furniture; replace light bulbs · Additional duties as assigned.
Qualifications High school Diploma or equivalent.5+ years’ experience working in a mailroom or professional office environmentCapable of understanding all of the aspects of the job and their practical applications to problems and situations ordinarily encountered.Ability to perform complex functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photo-copying, color copying, etc.) without guidance from supervisor. · Ability to train, delegate assignments, and provide direction to less experienced employees. · Ability to perform multiple tasks of different functions with limited direction.Limited supervision. May back-up managers when absent.Frequent contact with individuals representing other departments and/or outside organizations.Excellent customer service, professional attitude and appearance are a must. · Ability to work overtime & meet deadlines. · Adherence and support of CBPS Core Values: Focusing on Results & Customers, Be Innovative and Quality Driven and Performing Ethically. · Good organizational skills
Physical Demands/Working Conditions
Requires regular twisting/turning/squatting/bending/reaching/lifting and prolonged periods of sitting, standing or walking. · May regularly lift and carry up to 20 lbs. and move (push mail cart) over 50 lbs. · May occasionally lift up to 50 lbs. · Frequent use of hand and foot controls · May occasionally need to climb stairs. · Mental qualifications include ability to follow verbal and written directions in order to perform sorting, distributing, equipment operation and report preparation functions.
What We Offer
An opportunity to join an established team and be part of a successful and proven global organization!A competitive compensation program!Large Company Benefits: Medical/Dental/Vision/401K with a competitive company match!Employee discounts on Canon products & vendor discount programs for employees! World-Class Training & Career Development Programs! Options Apply for this job onlineApplyShareEmail this job to a friendRefer Sorry the Share function is not working properly at this moment. Please refresh the page and try again later. Share on your newsfeed Connect With Us! Not ready to apply? We look forward to connecting with you in the future! By joining our Talent Network, you can receive job alerts for new positions that match your skills and experience sent straight to your inbox. Application FAQsSoftware Powered by iCIMS
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