Office Services Specialist - On Call

Spsnorthamerica; San Francisco (CA); On-site; USD 30,000 - 40,000; Part time

Job summary

Spsnorthamerica is seeking an Office Services Specialist - On Call (Temporary) based in San Diego, California. This role requires flexibility and may involve travel to different sites as needed. You will ensure customer satisfaction by providing critical support during scheduled and unscheduled staff absences.

The position demands excellent communication, organizational skills, and the ability to perform a range of office services including shipping, reception, and facilities management.

Qualifications

• 6+ months prior work experience preferred.
• Excellent organizational and time management skills.
• Superb written and verbal communication skills.

Responsibilities

• Provide exceptional service to all clients in all forms of communication.
• Process inbound and outbound mail/packages.
• Maintain Office Services Center area in a neat and orderly fashion.

Skills

Communication skills

Customer service

MS Office Suite

Organizational skills

Problem-solving

Education

High School Diploma or equivalent

Tools

Multi-Functional Device equipment

Job description

Job Title

Office Services Specialist - On Call (Temporary)

Reports To

The Office Services Specialist - On Call (Temporary), will report to the Client Services Supervisor, Client Services Manager, Human Resources, or equivalent leadership.

Location

In-Person Job in San Diego, California (This role primarily based at the main client site; however, you may be required to travel to different locations depending on business needs. All additional assignments will be within a 25-mile radius of the main client site.)

Job Overview

The Field Support Specialist will be assigned to provide backfill coverage within their assigned region, filling in for staff that will be on scheduled and unscheduled time off. This position requires flexibility as there will be multiple locations the FSS could be assigned to. This assignment could also be same day assignments based on unscheduled call outs needing immediate support. This position is recognized as a critical role for customer satisfaction, continuity of business, and meeting our service level agreements. The goal for this role is to ensure customers are supported with continuous coverage in conformance of our service level agreements.

Service Lines

The FSS Representative provides exceptional overall office services experience, delivering operational functions in the following service lines: shipping & receiving, print & binding, facilities, hospitality, concierge, reception, data entry, document scanning, inventory/supplies management, and other processes which may be tailored to specific sites within the scope of our core business lines and service level agreements. Training will be facilitated at SPS sites within that region to establish FSS familiarity with the other SPS sites.

Responsibilities

Mail Services

• Provides exceptional world class service to all clients (in all forms of communication).
• Processes inbound and outbound accountable and flat mail/packages and sorts by recipient/department utilizing manual or electronic chain of custody procedures.
• Performs duties associated with the shipping and receiving of materials such as packaging and sealing shipments.

Reprographics Services

• Assists with copy/print production and/or monitoring the copy/print equipment for satisfactory functionality.
• Provide binding services such as GBC, Velo, Coil, and WireInternal.
• Performs daily key operations of convenience multi-function devices (ensuring functionality, replenish toner/paper).
• Performs duties of scanning and imaging documents and light copy/print reproduction services.

Office Services

• Maintains the Office Services Center area in a neat and orderly fashion.
• Service and replenish the pantry, conference, kitchen, or meetings areas.
• Provides general and preventative office maintenance & repair duties.
• Oversees office equipment maintenance and safety tests.
• Breakroom organization, cleaning, and stocking.
• Meeting room and conference room set ups.
• Monitors level of office supplies on the floors while replenishing.
• Inventories office supplies and orders accordingly.

Front of House

• Provides reception or concierge (front of office) coverage as needed.
• Welcome guests receive and catalog guest information, and orient new clients.
• Represent SPS Global and our clients positively in all interactions (in person, on the phone, and over email).
• Oversee the quality of the lobby concierge experience while demonstrating a spontaneous desire to assist others and provide excellent service.
• Exhibit a courteous and gracious personality even in stressful situations and build professional relationships with customers and other teams.
• Receiving guests and contacting associated client host, coordinating with Building Security, and managing access levels for clients.
• Answers and properly routes global calls.
• Logs visitors into the registration system.
• Provides light administrative support to staff as directed.

Competencies

• Strong verbal and written communication skills.
• Excellent customer service skills.
• MS Office Suite experience with intermediate to expert competency.
• Ability to handle multiple tasks simultaneously.
• Good organizational skills.
• Working knowledge of MFD (Multi-Functional Device) equipment.
• Requires knowledge and understanding of shipping/receiving procedures and ability to comprehend instructions.
• Possesses ability to work independently and capable of completing projects.
• Proactively seeks out additional work during downtime.
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.

Qualifications & Education Requirements

• High School Diploma (or equivalent) required.
• 6+ months prior work experience preferred.
• Ability to work assigned work hours determined by 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 25 lbs. individually and 50 lbs. with assistance.
  • Ability to walk bend, kneel, stand, and/or sit for an extended period of time.
  • Manual dexterity required for operating office machinery and use of equipment such as ladders and binding machinery.
  • Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus and ability to match or detect differences between colors, including shades of color and brightness (MFP color calibration and print requests require this ability).

Travel

• Travel is an essential part of the Field Services Specialist role and it is mandatory to have access to a reliable means of transportation.
• Assignments can include traveling from one SPS site to another SPS site after your arrival to your “home” location as required by business need.
• Travel distance will be predominately within the FSS’s assigned region.

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.

Equal Employment Opportunity

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.