Mailroom Specialist

Field Representative II, Cross Functional Position Profile

Supports the daily operations of one or more MS locations, including any or all of the following: copy production and finish work, mail center operations, receptionist duties, audio-visual support, administrative tasks, and maintaining billing logs and reports. This role also supports regional MS services during implementation, fills in for absences and vacations across Ricoh locations, and assists with new account start-ups. Reports directly to the Site Operations Manager or IAM, depending on the local personnel structure.

Job Duties and Responsibilities

• Assists with new MS site implementations.
• Supports Site Manager or Supervisor with process improvement suggestions.
• Helps train new and existing employees.
• Maintains accurate and up-to-date Site Procedure Guides, Forms, Logs, and Site Branding.
• Collects data for the Monthly Management Report.
• Orders supplies (paper, toner, etc.) as directed.
• In the absence of onsite personnel, may perform:
  • Processing of incoming and outgoing mail.
  • Mailroom functions (sorting, filing, packaging, shipping).
  • Filing and labeling documents/materials.
  • Shipping and receiving, including moving boxes/equipment.
  • Courier services (on-campus and offsite).
  • Copy Center tasks, including binding, laminating, etc.
  • Basic troubleshooting of RICOH Center equipment.
  • Coordination of work assignments to meet deadlines.
  • Management of RICOH Center in absence of Site Manager/Supervisor.
  • Leading Daily Huddles or attending via conference call (for solo sites).
  • Front Desk Receptionist duties.

Qualifications (Education, Experience, and Certifications)

Typically Required:

• High school diploma and 6-12 months of related work experience.
• Valid, violation-free driver's license, reliable transportation, and minimum auto insurance coverage per Ricoh policy.
• Experience with:
  • Shrink-wrap, paper cutter, hole driller, bindery equipment, jogger, tape machine, electric stapler, scales, collators.
  • Postage meter and related equipment.

Knowledge, Skills, and Abilities

• Ability to use and troubleshoot mailroom equipment.
• Strong organizational skills.
• Effective communication and customer service skills.

Working Conditions, Mental and Physical Demands

• Office environment with standard lighting, ventilation, temperature, and noise levels.
• Diverse work assignments requiring interpretation and application of complex information.
• Physical effort may include:
  • Standing, walking, bending, reaching, stretching, climbing.
  • Lifting/moving items up to 50 lbs.
  • Pushing/pulling equipment up to 400 lbs.
  • Walking between buildings.
• Moderate dexterity required (e.g., calculator, keyboard, hand tools, eye/hand coordination).

Note: This job description outlines the general nature and level of work performed. It is not an exhaustive list of all responsibilities, skills, or working conditions associated with the role.