Office Services Assistant

Position Summary The ideal candidate has experience with various types of office equipment, is able to handle multiple office service tasks simultaneously, and has excellent communication skills. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results. Key Responsibilities Operate and maintaining copy and print machinery and equipment. Processing digital files on a Canon to be printed, copied or binding ensuring high-quality output of all printed or copied material. Performing minor troubleshooting and repairs on copy and print equipment maintaining a clean and organized workspace. Resolve machine issues and call for service when necessary. Accepts, sort and distribute all incoming mail, including inter-office mail, and/or packages in accordance with departmental procedures. Hand delivers and/or notifies department of the arrival of express mail, priority mail, and sensitive packages. Prepare and ship urgent shipments via USPS or FedEx as requested. Prepare and process all outgoing first class, certified and/or registered mail. Sorts and weighs all outgoing first-class US mail ensuring proper postage for each parcel. Operate and maintain various mailroom equipment; postage machine, folding machine, copiers, 3-hole drill, industrial cutter and binding machine. Order, maintain, and restock inventory of office supplies. Complete Marketing and copy projects in a timely manner. Produces work in accordance to pre-established priorities of team member's projects including collating, sorting, and organizing team members. Assist in the processing of the Sample Room, Copy Center and Fleet Scheduling requests. Enhance communication and teamwork within Office Services. Foster a proactive approach to daily tasks and projects. Set up and produces single or multiple copies of printed, typewritten, or other machine acceptable original material, using photocopy equipment with reduction, enlargement, and collating capabilities. Assist in quoting and writing purchase orders. Assist in keeping inventory replenished and labeled. Assist with preparations for distributing samples for all tradeshows and open houses. Responsible for delivery of copy paper. Scope: Direct Reports: No Physical Requirements: The work is usually of repetitive nature. Must be able to continue doing the same work for long hours without getting bored or making mistakes. Hand dexterity is important, as material needs to be inspected and assembled. Good eye-hand co-ordination is also required. Overall physical health should be robust, as the worker may have to sit or stand for long periods of time. They should be able to meet the daily targets. Teamwork is important to this department. Ability to lift and/or move items up to 50 lbs. or maximum allowed by current state law with or without accommodations. Reports to: Manager of Office Services Location: Stow, OH Contacts: Internal: High/daily contact with Mactac personnel External: Up to frequent contact with external customers, suppliers and /or vendors Responsibility: Proven experience as a back-office assistant, office assistant, or in another relevant administrative role Working knowledge of office equipment Thorough understanding of office management procedures Excellent organizational and time management skills Analytical abilities and aptitude in problem-solving Excellent written and verbal communication skills Proficiency in MS Office Selection Criteria: Education/Certificates: Minimum High School Diploma or equivalent Requires valid driver's license. Must have a good driving record, may be utilized for mail pick up as well as courier for fleet repairs. Knowledge: Ability to follow oral and written instructions and work with minimum supervision Ability to maintain records Ability to use proper bending and lifting techniques Ability to do repetitive work for long periods Ability to effectively work individually or in a team environment Ability to effectively communicate ideas in writing, visually and verbally, with individuals at various management levels, both inside and outside the company Strong listening skills Must be innovative and logical in problem solving skills and able to recommend resolution to issue, internally and with vendors Familiarity with computers, including Microsoft Word, Excel, PowerPoint and Adobe programs Experience working with a variety of office equipment is preferred, including various types of copy machines, a mailing machine, a digital postal scale, folding machine, industrial cutter, binding machine, laser printer and personal computer Ability to work in a fast-paced environment with multiple deadlines and priorities High level of ability to carry out complex sets of instructions and make changes as needed based on Company guidelines with a high degree of accuracy Willingness to cover all aspects of the team's responsibilities as needed Other: Legal authorization to work in the US is required. We will not sponsor individuals for employment visas, now or in the future, for this job opening. Relocation Eligibility: Ineligible for Relocation Disclaimers: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. It is the policy of Mactac that all employees are employed at the will of Mactac for an indefinite period and are subject to termination at any time, for any reason, with or without cause or notice. At the same time, employees may terminate their employment at any time and for any reason. Equal Opportunity Employer. All qualified candidates will receive consideration for employment and will not be discriminated against based on race, color, religion, sex, sexual orientation, gender identify, national origin, protected veteran status, disability, age, pregnancy, genetic information, creed, citizenship status, marital status or any other consideration prohibited by law or contract.

Created: 2024-11-05