Office Support Specialist

SPS; Santa Clara (CA); On-site; USD 28,929,600 - 33,062,400; Full time

Benefits offered by this job

Career growth

Learning & development

Bonuses for referrals

PTO 80 hours/year

Medical, Dental, Vision

Job summary

SPS is seeking a Field Service Representative to provide comprehensive office and mail services across client sites from a home base in Santa Clara. The role involves mail processing, reception support, copy/print coordination, and light facilities tasks, with travel to client sites as needed.

The position emphasizes flexibility, strong customer service, and the ability to manage multiple tasks while maintaining professional client interactions.

Qualifications

• High School Diploma (or equivalent) required.
• 6+ months prior work experience preferred.
• Ability to work assigned work hours determined by the manager.
• Excellent organizational and time management skills.
• Analytical abilities and problem-solving aptitude.
• Superb written and verbal communication skills.
• Current knowledge or ability to learn computer-based systems required for functions of position.
• Maintain a professional appearance and attitude.

Responsibilities

• Provides 5-star customer service to all employees.
• Answers all calls and assists visitors with an exceptional service experience.
• Assist with light facilities duties and order supplies as needed.
• Receives inbound mail/packages and logs them into tracking software.
• Manages outgoing mail and shipping/receiving of materials.
• Notifies employees of inbound deliveries and distributes mail.
• Assists with office moves and conference room setup as needed.
• Supports copy/print orders and operates related equipment.
• Trains backups and provides guidance on policies and procedures.

Skills

Customer service

Verbal communication

Written communication

Multitasking

Organizational skills

Shipping/receiving knowledge

Problem-solving

Independent work

Flexibility

Education

High School Diploma or equivalent

Tools

MS Office Suite

MFD equipment

Job description

Job Title

Field Service Representative

Reports To

The Field Service Representative, will report to the Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership.

Job Overview

The Field Service Representative/Mailroom Specialist provides exceptional office and mail services in a “floating” capacity for positions where regular employees normally work but are out of office, or if particular projects require additional coverage. The role ranges from assisting mail, reception, hospitality, facilities, and copy/print, or similar office services functions. This position is based out of a specific client “home office” and sent to different client sites at short notice as needed. Flexibility and adaptability are keys to success for this position. Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Duties And Responsibilities

• Provides 5-star customer service to all employees (in all forms of communication).
• Answers all calls and provides an exceptional customer service experience for all incoming/outgoing visitors.
• Assists with light facilities duties as needed, such as but not limited to assisting customers in opening troubleshooting tickets, helping order supplies, stock kitchens/service areas with supplies.
• Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
• Manages outgoing mail/package transactions.
• Performs duties associated with shipping and receiving of materials.
• Notifies employees upon receipt of inbound deliveries.
• Distributes mail/packages to company personnel.
• Assists with office moves.
• Assists with copy/print orders and/or monitoring the copy/print equipment for satisfactory functionality.
• May be asked to help set up/ take down conference rooms for meetings/events.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Trains back-up and providing guidance on policies and procedures.
• Determines what additional support is needed when handling sensitive inquiries.
• Provides exceptional customer service to client.
• Provides reception or concierge (front of office) coverage as needed.

Competencies

• Strong verbal and written communication skills.
• Excellent customer service skills.
• PC skills MS Office Suite experience.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD equipment.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses the ability to work independently and is capable of completing projects.
• Ability to determine the correct method and packing material as well as validate packing slips for the accuracy of incoming and outgoing materials.
• Ability to work flexible schedule and hours.

Qualifications and Education Requirements

• High School Diploma (or equivalent) required.
• 6+ months prior work experience preferred.
• 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 functions of 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 below physical demands.
• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity is required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to lift or move 40 lbs. or greater frequently.

Travel

None or Negligible

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

$21 - $24 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, and Entertainment Discounts.
• Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings. Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies. At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law. Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool. To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process. SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.