Office Service Representative I

Canon U.S.A., Inc.; Houston (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Canon U.S.A., Inc. is seeking an Office Service Representative I to manage mail, packages and interoffice communications at our Houston site. Under supervision, you will handle mail distribution across floors, prepare shipments and support copy/printing tasks.

This role also covers reception, hospitality and other admin duties as needed; strong customer service and ability to learn office equipment are valued, with potential for growth through comprehensive training.

Qualifications

• High school diploma or equivalent is required.
• 1 year or less experience in a mailroom or professional office is preferred.
• Knowledge of metering, weighing, logging and other shipping procedures is helpful.
• Some computer skills are preferred.
• Ability to operate fax, scanner, metering, and other office equipment.

Responsibilities

• Handle mail, packages and interoffice correspondence for all floors.
• Dispatch outgoing mail and packages in a timely manner.
• Support copy center activities, reception, hospitality and related duties as assigned.
• Log, track and report mail activity; coordinate with vendors for express shipments.

Skills

Customer service

Overtime readiness

Attention to detail

Copy/fax/shipping knowledge

Office equipment operation

Communication skills

Teamwork

Problem solving

Education

High school Diploma or equivalent

0-1 year experience in mailroom/office

Tools

Fax machine

Scanner

Photocopying

Job description

Office Service Representative I

Job Locations: US-TX-Houston

Overview

Under general supervision, is responsible for all mail, packages and interoffice correspondence handling and dispatching for all classes of mail/packages. Responsibilities may also include copy center activities, reception, hospitality and/or other duties as assigned.

Responsibilities

Customer Service

Insures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.

Mail/Packages/Pouches

• Receive, sort, and deliver all incoming mail & 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 special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable)
• Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines. Log and deliver incoming overnight packages within established time frames
• Log outgoing and incoming items as required and review for accuracy/completeness

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)
• Handle items for distribution to a segment of or all of client employees, affiliates, dealers, etc.
• 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; send and receive facsimiles. Keep complete and accurate logs of incoming and outgoing facsimiles. Where appropriate, input facsimile data into computer for client charge back. Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary.
• Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.
• Performs other administrative duties from inserting, copying and photocopying to faxing as needed.

May possibly perform any of the following functions at the direction of the Site Manager:

• Set up and maintain client's kitchen areas and conference rooms, order food and make coffee.
• Provide reception work such as answering telephones, taking messages and greeting visitors.
• Move boxes, supplies or furniture; replace light bulbs.
• Document scanning.
• Prepare outgoing items for shipping.
• 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.
• Additional duties as assigned.

Qualifications

• High school Diploma or equivalent.
• 0-1 year experience working in a mailroom or professional office environment.
• Some knowledge of metering, weighting, logging and other shipping procedures preferred.
• Some computer skills preferred.
• Ability to perform routine functions of most of the various equipment & systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, binding etc.).
• Excellent customer service, professional attitude and appearance are a must.
• Ability to work overtime & meet deadlines.

Physical Demands / Working Conditions / Mental Qualifications

• 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.

What We Offer

• Competitive pay & benefits.
• Comprehensive training and development programs that prepare employees to advance from within.
• A company focused on creating a positive work and client environment.
• Employee discounts on entertainment, products, and services nationwide.

Equal Employment Opportunity

Canon Business Process Services is committed to providing equal employment opportunities to all applicants for employment and employees and does not discriminate in employment on the basis of race, color, religion, religious creed (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding or related medical conditions), gender, gender identity/transgendered status, gender expression, national origin (including language use), ancestry, citizenship status, age, marital status, familial status, physical and/or mental disability (including HIV/AIDS, cancer and genetic characteristics), protected medical condition as defined by applicable state and/or local law, military and/or veteran status, sexual orientation, genetic information, political affiliation, domestic violence victim status or any other protected category.