Office Service Representative II

Canon-Business-Process-Services-f89af7fd; Philadelphia (Philadelphia County); On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Competitive pay

Comprehensive training

Positive work environment

Employee discounts nationwide

Job summary

Canon Business Process Services in Philadelphia is seeking a detail‑oriented Mailroom Specialist to handle all mail, packages, and interoffice correspondence under general supervision. The role covers copy center tasks, reception, and hospitality as assigned, with opportunities to support broader facilities operations.

You will receive, sort, and deliver mail across floors, manage shipping and receiving, log items, and assist with supplies.

Qualifications

• High school diploma or equivalent.
• 2–5 years of mailroom or professional office experience.
• Knowledge of metering, weighting, logging and shipping procedures.
• Proficiency with computers and basic office software.
• Ability to operate fax, scanner, metering and photocopying equipment.
• Excellent customer service and professional appearance.
• Ability to work overtime and meet deadlines.

Responsibilities

• Receive, sort, and deliver all incoming mail and packages to assigned floors.
• Wrap, seal, weigh, affix postage and dispatch outgoing mail/packages per regulations.
• Log items and maintain accurate records of shipments.
• Operate copy center tasks and perform basic administrative duties.
• Provide reception and hospitality support as needed.
• Assist with inventory of supplies and coordination with site manager.
• Document scanning and preparation of reports.

Skills

Customer service

Professionalism

Multitasking

Time management

Education

High school diploma

Tools

Metering equipment

Photocopier

Fax machine

Shipping logs

Job description

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
• 2-5 years’ experience working in a mailroom or professional office environment
• Knowledge of metering, weighting, logging and other shipping procedures
• Proficiency in computer skills preferred
• Ability to perform routine and some complex functions of various equipment and systems (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.)
• Excellent customer service, professional attitude and appearance are a must
• Ability to work overtime & meet deadlines

PHYSICAL DEMANDS

• 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!