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