Mailroom Specialist

Senior On-Site Service Specialist, WH
Position Profile

The Senior On-Site Service Specialist provides operational support across various service areas, including high-volume duplicating, mail and fax handling, shipping and receiving, copier maintenance, and customer service. This role may also include bindery, quality control, housekeeping, file services, call center representation, reception, and light building maintenance. Due to the elevated presentation and communication skills required for receptionist duties, this position is designated as a senior-level role. The position reports to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site configuration.
Job Duties and Responsibilities

• Operates high-volume copy machines and performs binding and finishing tasks
• Conducts daily inspections of convenience copiers, clears paper jams, and reports issues to technicians
• Performs repair services on customer copier equipment
• Maintains records for management reports and supply inventories
• Distributes office supplies, mail, and fax transmissions to designated personnel or drop-off points
• Calculates job charges and maintains billing logs
• Coordinates and responds to customer service calls
• May perform filing duties, including purging and archiving documents
• Delivers completed jobs to designated locations within or outside the site
• Maintains daily meter and service logs
• May travel between customer buildings
• Answers customer inquiries regarding job status or feasibility
• Keeps copier areas clean and well-stocked
• Handles shipping and receiving of materials
• May set up meeting and conference rooms
• May assist with building occupant moves and light maintenance tasks
• May perform occasional cleaning duties
• May require overtime, including nights, weekends, and emergency response
• Operates various equipment including shrink-wrap machines, paper cutters, bindery tools, joggers, tape machines, stackers, electric staplers, scales, calculators, fax machines, postage meters, and PCs
• May operate warehouse equipment such as forklifts
• Performs other duties as assigned

Qualifications
Education, Experience, and Certifications

• High school diploma or GED required
• 1-2 years of related work experience preferred
• Experience in copy jobs preferred
• May require a valid driver's license and minimum auto insurance coverage per Ricoh policy
• May require certification for forklift or warehouse equipment operation

Knowledge, Skills, and Abilities

• Working knowledge of copier and related equipment preferred
• Understanding of shipping and receiving procedures
• Basic electronics knowledge preferred
• Ability to work independently and adapt to changing tasks
• Ability to determine appropriate packing methods and verify packing slip accuracy
• Ability to follow mail delivery instructions
• Strong troubleshooting and problem-solving skills
• Ability to read and comprehend technical manuals and documentation
• Excellent customer service and verbal communication skills

Working Conditions and Physical/Mental Demands

• Frequent exposure to copier/fax machine noise, toner, and temperature changes
• Potential exposure to weather conditions when traveling between buildings
• Daily interaction with customers, employees, managers, and vendors
• High-stress environment due to tight deadlines and quick turnaround times
• Physical effort may include standing, walking, bending, reaching, lifting up to 50 lbs., and pushing/pulling equipment up to 400 lbs.
• May require operation of warehouse equipment such as forklifts

Note: The above statements are intended to describe the general nature and level of work being performed. They are not an exhaustive list of all responsibilities, skills, or working conditions associated with the role.