About the role
Senior On-Site Service Specialist / Office Clerk
Responsibilities:
- Estimated 70% of their time used for coverage in copy/mail, and 30% of their time used for coverage in Catering/Reception; may vary based on activity fluctuations in each service area
- Sort and distribute mail and office supplies, including interoffice, couriers and overnight mail
- Process incoming and outgoing couriers
- Deliver mail and printing projects throughout the office
- Coordinate and prepare projects for printing, including electronic file conversion, document scanning and enhancement from start to delivery
- Download jobs from email or print queue: size, reproduce, sort and finish/bind
- Establish and maintain quality controls to ensure work accuracy
- Respond to first level phone calls from end users of distributed copier equipment to determine the problem, clear paper jams, run test copies and determine status of machines
- Provide scheduled trips to all machines to conduct cleaning of glass, toner replacement, stocking paper and general cleanness of workspace
- Run reports
- Maintain logs of downtime, repairs and meter charges of all copiers/printers on site
- Provide support for Catering team as needed
- Clean and restock rounds of all cafes and the lunchroom 4 times daily or as needed.
- Report any inventory items needed bi-weekly to the Catering Manager.
- Prepare, set-up and breakdown of daily meetings (mainly coffee/tea set-up)
- Provide back-up support for Reception as needed for vacation, sick days, lunch break (1 hour), and morning/afternoon breaks (15 minutes each)
- Welcome visitors by greeting them; notify lawyers and/or assistants of client arrivals.
- Answer internal and external phone calls, direct calls to the appropriate people and answer any inquiries or redirect questions to the appropriate individuals.
- Manage boardroom booking system; create and edit bookings, respond to requests, liaise with Legal Assistants, IT, Catering and building personnel to ensure proper set-up of meetings and client events.
- Maintain security by administering access pass procedures (i.e. issue temporary access pass; replace forgotten, lost or damaged cards, etc.); record visitors in the Visitor's Log, and follow security procedures.
- Provide assistance in other Ricoh service areas as directed by the Ricoh Site Manager.
Qualifications:
- High School Diploma or equivalent work experience
- Minimum 2 years of experience working in a mail room or copy centre
Skills:
- Excellent interpersonal skills with the ability to quickly develop business relationships
- Strong self-motivation to drive results
- Excellent communication skills both verbal and written
- Effective use of Microsoft Office
- Ability to lift 30+lbs. as necessary
Other:
- Present a professional image at all times to customers and vendors
About Ricoh
For more than 50 years, the PFU group of companies ("PFU") has been developing technologies to accelerate digital transformation for organizations around the world—including our state-of-the-art fi Series and ScanSnap document scanners.
PFU Limited was founded in 1960, and our joint-venture roots weave back to 1973 when we joined PANAFACOM, a consortium of companies including Fujitsu and Panasonic that developed the first minicomputers. Years later, in 1987, USAC Denshi and PANAFACOM merged to establish PFU Limited (PANAFACOM, USAC). In 1983, PFU Limited launched its first document scanner.
PFU has been committed to manufacturing and supporting digital transformation-focused products for our customers and partners for decades. From introducing the first flatbed scanner to building the best-selling fi-7160, our innovative spirit and solution-forward technologies have helped us achieve and maintain our top spot as a leader in document scanners.
In 2022, we joined the Ricoh Group of companies and changed our name from Fujitsu Document Scanners to Ricoh Document Scanners. Besides the change in branding, our customers and partners can expect the same level of excellence, quality, and reliability. The R&D, manufacturing, sales, marketing, and services that our customers and partners know and trust will stay exactly the same.
We are dedicated to bringing best-in-class consumer and enterprise document scanners to organizations everywhere, helping them move forward in a more connected, sustainable world.
About the role
Senior On-Site Service Specialist / Office Clerk
Responsibilities:
- Estimated 70% of their time used for coverage in copy/mail, and 30% of their time used for coverage in Catering/Reception; may vary based on activity fluctuations in each service area
- Sort and distribute mail and office supplies, including interoffice, couriers and overnight mail
- Process incoming and outgoing couriers
- Deliver mail and printing projects throughout the office
- Coordinate and prepare projects for printing, including electronic file conversion, document scanning and enhancement from start to delivery
- Download jobs from email or print queue: size, reproduce, sort and finish/bind
- Establish and maintain quality controls to ensure work accuracy
- Respond to first level phone calls from end users of distributed copier equipment to determine the problem, clear paper jams, run test copies and determine status of machines
- Provide scheduled trips to all machines to conduct cleaning of glass, toner replacement, stocking paper and general cleanness of workspace
- Run reports
- Maintain logs of downtime, repairs and meter charges of all copiers/printers on site
- Provide support for Catering team as needed
- Clean and restock rounds of all cafes and the lunchroom 4 times daily or as needed.
- Report any inventory items needed bi-weekly to the Catering Manager.
- Prepare, set-up and breakdown of daily meetings (mainly coffee/tea set-up)
- Provide back-up support for Reception as needed for vacation, sick days, lunch break (1 hour), and morning/afternoon breaks (15 minutes each)
- Welcome visitors by greeting them; notify lawyers and/or assistants of client arrivals.
- Answer internal and external phone calls, direct calls to the appropriate people and answer any inquiries or redirect questions to the appropriate individuals.
- Manage boardroom booking system; create and edit bookings, respond to requests, liaise with Legal Assistants, IT, Catering and building personnel to ensure proper set-up of meetings and client events.
- Maintain security by administering access pass procedures (i.e. issue temporary access pass; replace forgotten, lost or damaged cards, etc.); record visitors in the Visitor's Log, and follow security procedures.
- Provide assistance in other Ricoh service areas as directed by the Ricoh Site Manager.
Qualifications:
- High School Diploma or equivalent work experience
- Minimum 2 years of experience working in a mail room or copy centre
Skills:
- Excellent interpersonal skills with the ability to quickly develop business relationships
- Strong self-motivation to drive results
- Excellent communication skills both verbal and written
- Effective use of Microsoft Office
- Ability to lift 30+lbs. as necessary
Other:
- Present a professional image at all times to customers and vendors
About Ricoh
For more than 50 years, the PFU group of companies ("PFU") has been developing technologies to accelerate digital transformation for organizations around the world—including our state-of-the-art fi Series and ScanSnap document scanners.
PFU Limited was founded in 1960, and our joint-venture roots weave back to 1973 when we joined PANAFACOM, a consortium of companies including Fujitsu and Panasonic that developed the first minicomputers. Years later, in 1987, USAC Denshi and PANAFACOM merged to establish PFU Limited (PANAFACOM, USAC). In 1983, PFU Limited launched its first document scanner.
PFU has been committed to manufacturing and supporting digital transformation-focused products for our customers and partners for decades. From introducing the first flatbed scanner to building the best-selling fi-7160, our innovative spirit and solution-forward technologies have helped us achieve and maintain our top spot as a leader in document scanners.
In 2022, we joined the Ricoh Group of companies and changed our name from Fujitsu Document Scanners to Ricoh Document Scanners. Besides the change in branding, our customers and partners can expect the same level of excellence, quality, and reliability. The R&D, manufacturing, sales, marketing, and services that our customers and partners know and trust will stay exactly the same.
We are dedicated to bringing best-in-class consumer and enterprise document scanners to organizations everywhere, helping them move forward in a more connected, sustainable world.