Office Services Representative II

Loffler Companies; Minneapolis (MN); On-site; USD 36,000 - 48,000; Full time

Job summary

Loffler Companies seeks an Office Services Representative II to support a client site in Minneapolis. You will handle copy/print, mail, reception, hospitality, and other duties as defined in the contract.

The role requires attention to detail, strong communication, and proficiency with Word, Excel, PowerPoint, and Outlook. Prior customer service experience and the ability to work with minimal supervision are essential.

Qualifications

• Minimum high school diploma or equivalent.
• Prior customer service experience required.
• Ability to work with minimal supervision and under pressure.

Responsibilities

• Fulfillment: pack and ready materials for shipment and distribution.
• Mail Services: receive, sort, and deliver mail per client specs.
• Copying/Printing: produce, finish, and deliver print/copy jobs per requests.
• Scanning: scan originals to client-designated locations.
• Reception: answer phones and greet clients/visitors.
• Hospitality: conference and event setup, prep meeting areas.
• Courier: on-site and off-site delivery.
• Shipping & Receiving: use shipping systems to receive and ship items.
• Legal Services: knowledge of typical legal office procedures.

Skills

Customer service

Attention to detail

Communication

Organizational skills

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Position Summary:

The Office Services Representative II will be responsible for a wide range of functions at a client site. This can include, but not limited to, typical office functions such as copy/print work, mail, scanning, hospitality and reception. The Office Services Representative II is tasked with meeting the client requirements as spelled out in the contract with Loffler Management Solutions.

Essential Duties and Responsibilities:

All areas of responsibility listed below are essential to the satisfactory performance of this position, with reasonable accommodation, if necessary. Any non-essential functions are assumed to be included in "other related duties as assigned":

Increased proficiency in the following:

• Fulfillment
  • Pack and ready materials for shipment and distribution.
  • Use client/Loffler designated control systems to ensure accuracy of job and inventory accuracy.
• Mail Services
  • Receive, sort & deliver mail to client specifications.
  • Prepare outgoing mail using client site mailing equipment.
  • Be aware of and follow all US postal regulations.
• Copying/Printing
  • Produce, finish, and deliver finished product based on end user request.
  • Use Loffler provided and/or customer provided software to schedule and bill print/copy jobs.
  • Understand and assist as needed in file editing and consulting in preparation for print.
• Scanning
  • Scan originals into client designated locations.
  • Properly process original document to client specifications.
  • Maintain high levels of output and accuracy.
• Reception
  • Answer phones; greet clients and visitor and other duties as assigned.
• Hospitality
  • Conference and event set up. Clean, stock and prep client meeting areas.
• Courier
  • Delivery within and outside of client locations.
• Shipping & Receiving
  • Use shipping systems (UPS, FedEx, etc.) and client systems to receive and ship client items.
• Legal Services
  • Have a working knowledge of typical Legal Office procedures.
  • Have a working knowledge of Legal Vernacular.
• Responsible for understanding, staying updated on, and abiding by the Employee Handbook as written.
  • Other related duties as assigned.

Qualifications/Requirements:

• Reports to customer site full time.
• Ability to work with minimal supervision.
• Works well under pressure and achieve deadlines.
• Ability to work with detailed information accurately.
• Ability to communicate both written and orally.
• Intermediate proficiency with Microsoft Word, Excel, PowerPoint and Outlook and software.
• Communications Skills - Written and Oral, Interpersonal, Customer Interface, Professionalism, Maturity.
• Leadership - Motivated, Good Judgment, Decisiveness.
• Organization & Planning - Organized, Administrative Skills, Flexibility.

Education/Experience:

• Minimum High School Diploma or equivalent.
• Prior customer service experience required.