Mailroom Specialist

Job Description

On‑Site Services Specialist

Provides operations functions in one or all of the following areas: operates duplicating equipment, performs associated copying tasks, scanning equipment, operates low to mid volume mail processing equipment. Ships and receives product and supplies, sorts, distributes and handles incoming and outgoing mail/faxes, as well as applies necessary postage. Provides copier maintenance and first‑call response for customer site equipment. May also perform one of the following at entry level: bindery, quality control and final check, housekeeping, file services, call center representative, etc.

This position reports directly to the Site Manager, Site Supervisor or Assistant Site Manager, depending on site personnel configuration.

• Operate MS Office and Email systems.
• Perform basic scanning responsibilities.
• Ensure convenience copiers are working properly, check for quality via daily inspections, clear paper jams and inform technicians of specific problems.
• Maintain records for management reports and inventories of supplies needed.
• Distribute office supplies, fax transmissions and mail to company personnel and/or designated drop‑off points as required.
• Performs furniture/conference room set up.
• Performs fulfillment functions.
• Calculate charges for jobs performed and maintain logs.
• Respond to and coordinate all service calls required by customer.
• May perform filing duties in conjunction with specific customer requests.
• Deliver completed jobs to predetermined customer locations within and outside of the site.
• Maintain daily meter and service logs.
• May travel between customer’s buildings.
• Answer customer questions regarding status or feasibility of job requests.
• Ensure upkeep of convenience copier areas by keeping neat and well stocked.
• Perform duties related to the shipping and/or receiving of materials in a mailroom type environment.
• Use shrink‑wrap machine, paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler and scales in completion of various jobs contracted.
• Use all copier equipment, calculator, fax machine, postage meter and some PC.
• Perform filing duties, which may include purging and archiving old documents.
• Understanding of Ricoh Services Portfolio & Technology.
• Perform other duties as assigned.

• Requires high school diploma, GED, or equivalent work experience.
• Some related copy job experience is preferred.
• May require a valid driver's license and minimum levels of auto insurance coverage per Ricoh policy.
• Demonstrated competency in basic computer skills including proficiency in MS Office Suite.

• Technical aptitude with printers, copy and postage machines and other office equipment.
• Good customer service skills.
• Good organization skills.
• Able to communicate effectively with internal and external customers.

• Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level.
• Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction, prepare, provide and convey diversified information.
• 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.
• Moderate dexterity, regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

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.

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