Mailroom Associate

Position Profile

The Senior On‑Site Service Specialist provides operational support across multiple service areas, including high‑volume duplicating, production, sorting, mailing, and bindery work. This role may also handle shipping and receiving, mail distribution, copier maintenance, equipment repair, hospitality, reception, and various building support functions.

This role requires strong presentation and telephone skills, as the position may occasionally cover receptionist duties. The position reports to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site structure.

• Perform document scanning and imaging tasks.
• Respond to and coordinate all service calls required by the customer.
• Support filing duties as needed based on customer requirements.
• Travel between customer buildings when required.
• Address customer questions regarding job status or feasibility.
• Maintain mail center areas, ensuring cleanliness and proper stocking.
• Perform shipping and receiving activities.
• Assist with meeting and conference room setups.
• Support building occupant moves within assigned facilities.
• Perform light maintenance and cleaning duties as assigned.
• Occasionally assist with dock work, shipping, and receiving in a mailroom environment.
• Operate bindery and production equipment, such as:
  • Shrink-wrap machine
  • Paper cutter
  • Hole punch/drill
  • Jogger
  • Tape machine
  • Stackers
  • Electric stapler
  • Scales
• Operate copier equipment, calculators, fax machines, postage meters, and basic PC applications.
• Perform filing tasks, including document purging and archiving.
• Maintain understanding of Ricoh Services Portfolio and technology.
• Capture data for Ricoh MOR, SPG, and job logs.
• Sort and process incoming and outgoing mail.
• Weigh mail using postage equipment for accurate postage application.
• Deliver incoming packages to end users.
• Perform conference room setup for meetings and events.
• Other duties as assigned.

• High school diploma or GED required.
• Basic computer competency, including proficiency with the MS Office Suite.

• Working knowledge of copiers and related office equipment; basic repair skills preferred.
• Understanding of shipping/receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and adapt to changing tasks.
• Ability to select appropriate packing materials and verify packing slips.
• Ability to understand instructions related to mail delivery.
• Strong troubleshooting and problem‑solving skills.
• Ability to read and comprehend technical manuals and parts documentation.
• Excellent customer service and verbal communication skills.

• Frequent exposure to copier/fax machine noise, toner, temperature fluctuations, and minor risks such as paper cuts.
• Exposure to various weather conditions when walking between buildings.
• Daily interaction with customers, employees, managers, Dispatch, and occasional vendor contact.
• High‑stress environment due to tight deadlines and quick turnaround requirements.
• Physical demands include:
  • Long periods of standing and walking
  • Bending, reaching, stretching, and climbing
  • Lifting or moving items up to 50 lbs.
  • Pushing/pulling equipment on wheels (up to 400 lbs.) for repairs
• Walking between buildings may be required.

Note:
This job description outlines the general nature and responsibilities of the position. It is not an exhaustive list of all duties, skills, or working conditions associated with the role.