Office Services and Events Lead

Summary: Responsible for supervising the collection and dispatching of all mail, packages and interoffice correspondence. Responsibilities may also include copy center activities, reception, hospitality and/or other duties as assigned. Key Responsibilities:

• Responsible for day-to-day supervision of resource center staff, administering HR policies & procedures, employee training and development, monthly reporting.
• Maintain day-to-day communication with Office Manager, providing updates on staff, equipment, and operational issues
• Works closely with departments to evaluate, research, and recommend solutions for service-related issues.
• Must have the ability to effectively perform any position held by resource center staff.
• Provide quality control on daily work performed by resource center staff.
• Responsible for budget of resource center expenses and inventory.
• Delegate assignments to resource center staff.
• Negotiate with outside vendors when necessary.
• Responsible for all office supplies: purchasing, inventory control.
• Remain current on postal rates & regulations, mailing procedures, and industry updates.
• Processing invoices via Emburse.
• Performing print/copy/scan requests for all clients.
• Maintaining cleanliness of work areas.
• Reception coverage and interaction with incoming guests/clients.
• Performing other duties and errands as requested by manager Customer Service Ensure total satisfaction through understanding expectations, proactive problem identification/resolution, and maximizing opportunities to support the office. Mail/Packages/Pouches:
• Receive, sort, and deliver all incoming mail and packages according to assigned floors and within established time frames.
• Package and process outgoing items. Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with shipping carrier requirements.
• Prepare outgoing inter-office pouches.
• Log outgoing and incoming items as required and review for accuracy/completeness. Supplies/Copying/Faxing/Administration:
• Purchase, monitor inventory, organize and distribute supplies to all work areas (copy supplies, stock paper, toner, office supplies, etc.). Maintain organized inventory area.
• Prepare monthly production and volume reports for productivity measurement.
• Prepare billing reports for client charge back (copies, fax, etc.).
• Estimate runtime on small to medium photocopy jobs; check all copies for quality and accuracy.
• Produce bound copies of work when requested; deliver and pick up copy jobs.
• Provide minor maintenance of photocopy machines (solving paper jams, placing service calls, routine cleanings).
• Send and receive facsimiles with complete and accurate logs.
• Perform document scanning as needed.
• Support reception: answering telephones, taking messages and greeting visitors.
• Learn new features and functionalities of office equipment as technology changes. Qualifications:
• High school diploma or equivalent.
• 1-2 years’ management experience working in a mailroom or professional office environment.
• Excellent customer service, strong written and oral communication skills, professional attitude and appearance.
• Strong organizational, administrative and record keeping skills.
• Ability to motivate, coach & train resource center staff.
• Proficient computer skills preferred (outlook, word, excel).
• Knowledge of metering, weighing, logging and other shipping procedures.
• Ability to perform routine and complex functions of various equipment (fax, scanner, metering, stamping, tracking systems, photocopying, color copying, etc.).
• Ability to work overtime and meet deadlines.
• Knowledge of sorting, pre-sorting, metering, weighing, logs, forms, color-coding and express mail, US Post Office, FedEx and interoffice mail procedures.
• Ability to meet quality and production standards.
• Ability to prioritize and perform as a team player.
• Ability to troubleshoot problems, resolve issues and take responsibility for work performed.
• Meet deadlines and understand the time issues involved in mail handling and printing jobs.
• Having appropriate “people skills” for daily interaction. Working Conditions:
• Requires regular twisting/turning/squatting/bending/reaching/lifting and prolonged periods of sitting, standing or walking.
• May regularly lift and carry up to 20 lbs. and move (push mail cart) or lift over 50 lbs.
• Frequent use of hand and foot controls.
• May occasionally need to climb stairs Equal Employment and Opportunity Statement: Barnes & Thornburg is committed to equal employment opportunity in both principle and as a matter of policy. We will recruit, hire, train, promote, compensate and provide benefits to all applicants and employees without regard to ancestry, sex, race, color, ethnicity, national origin, gender, age, religion, religious creed, mental and/or physical disability, medical condition, military and/or veteran’s status, genetic information, marital status, sexual orientation, gender identity and/or expression, or any other basis protected by applicable federal, state and local laws. This policy applies to all recruiting, hiring, promotions, upgrades, layoffs, compensation, benefits, terminations and all other privileges, terms and conditions of employment. The firm complies fully with all federal, state and local equal employment opportunity laws.

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