Mailroom Specialist

Senior On-Site Service Specialist
POSITION PROFILE
The Mail Specialist plays a vital role in ensuring the efficient flow of communication and documentation within the mailroom. This position is responsible for sorting, distributing, and processing all incoming and outgoing mail and packages. The Mail Specialist will also assist in maintaining a well-organized mailroom environment, ensuring compliance with safety and operational protocols.

This position reports directly to the Operations Manager.

Job Duties and Responsibilities
• Perform basic equipment troubleshooting and escalate calls to technicians
• Performs duties of scanning and /or imaging documents
• Maintains records for management reports and inventories of supplies needed.
• Distributes office supplies, fax transmissions and mail to company personnel and/or designated drop-off points as required.
• Calculates charges for jobs performed and maintains logs and may generate reports.
• Responds to and coordinates all service calls required by customer.
• May perform filing duties in conjunction with specific customer requests.
• Delivers completed jobs to pre-determined customer locations within and outside of the site.
• Maintains daily meter and service logs.
• May travel between customer's buildings.
• Answers customer questions regarding status or feasibility of job requests.
• Performs duties related to the shipping of materials.
• Performs duties related to the receiving of materials.
• May perform light maintenance, and cleaning duties as assigned.
• May occasionally perform shipping, receiving and dock work in a mailroom type environment
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Uses shrink-wrap machine, paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler and scales in completion of various jobs contracted.
• Uses all copier equipment, calculator, fax machine, postage meter and some PC.
• Performs filing duties, which may include purging' and archiving old documents.
• Understanding of Ricoh Services Portfolio & Technology
• Ensures data for Ricoh MOR, SPG and job logs are captured
• Performs other duties as assigned.

Qualifications (Education, Experience and Certifications)
• Requires high school diploma or GED and1-2 years of related work experience.
• Some related copy job experience is preferred.
• May require valid driver's license and minimum levels of auto insurance coverage per Ricoh.
• Demonstrate competency in basic computer skills including proficiency in MS Office Suite
KNOWLEDGE, Skills And Abilities
• Requires knowledge and understanding of shipping/receiving procedures.
• Basis electronics knowledge is preferred.
• Possesses ability to work independently and flexibly to complete projects.
• Possesses ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials.
• Possesses ability to comprehend instructions concerning mail delivery.
• Possesses troubleshooting and problem solving skills.
• Possesses ability to read and comprehend written technical information in the form of manuals, parts books and related publications.
• Possesses excellent customer relations skills and excellent verbal communication skills.

Working Conditions, MENTAL AND PHYSICAL DEMANDS
• Requires frequent exposure to copier/fax machine noise, toner and changes in room temperature and may be exposed to frequent paper cuts from the handling of paper and opening of boxes.
• Requires exposure to various weather conditions when walking is necessary between buildings and exposure to location equipment can present opportunities for injury or accidents.
• Makes daily telephone/in-person contact with customers, employees, managers and/or Dispatch Department and occasional telephone contact with vendors and equipment repair people.
• Dealing with tight deadlines and quick turnaround times imposes high stress levels.
• Some physical effort is required which may involve long periods of standing, walking, bending, reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to 50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to move for repairs. Walking between buildings may be necessary.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.