Title: MAILROOM CLERK - Onsite
Mandatory skills:
- PRINT DEVICE, MAIL, SHIPPING, RECEIVING SERVICES,
- printers, copiers, fax machines,
- print device issues, contact tech services, maintenance, usage,
- pre-stamped personal USPS, outgoing FedEx packages,
- incoming Accountable Mail, outgoing Accountable Mail, FedEx, DHL, UPS, Express, Registered, Certified, Insured, Custom Design Mail,
- Deliver incoming FedEx, DHL, UPS, Staples packages,
- Sort incoming U.S. Postal Service mail, deliver incoming U.S. Postal Service mail, Accountable Mail pieces,
- specialized mailing forms, Express, Registered, Certified, Insured,
- USPS, Couriers, Neopost, Staples, Iron Mountain,
- audio-visual equipment, prepares facility for meeting, Skype, WebEx, teleconference, VTC
Description:
- Coordinator Facilities Services
GENERAL FUNCTION
- Organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. Supports prints device and mail services, office and supply inventory mgt, conference room/AV support and general office admin support. Energetic experienced professional who is able to wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse employees.
MAJOR DUTIES AND RESPONSIBILITIES
- PRINT DEVICE & MAIL/SHIPPING & RECEIVING SERVICES
- Print Device
- Deliver paper for office equipment such as printers, copiers and fax machines
- First responder for a print device issues then contact tech services if additional support is needed
- Ensure proper maintenance and usage of all equipment and supplies.
- Mail/Shipping & Receiving
- Process all outgoing pre-stamped personal USPS.
- Process all outgoing FedEx packages (Business use only).
- Verify, sign and record all incoming/outgoing Accountable Mail, i.e., FedEx, DHL, UPS, Express, Registered, Certified, Insured and Custom Design Mail.
- Deliver incoming FedEx, DHL, UPS, Staples packages
- Sort and deliver all incoming U.S. Postal Service mail
- Deliver and obtain signature for all Accountable Mail pieces
- Handle "rush" pick-up/delivery requests for internal and outgoing correspondence (Business use only)
- Maintain and provide specialized mailing forms i.e. Express, Registered, Certified and Insured
- Daily interaction with other vendors to ensure that procedures and work standards relating to Mail Center operations are maintained (ex. FedEx, DHL, USPS, UPS, Couriers, Neopost, Staples, Iron Mountain,).
- Provide vendors with updated address to improve accuracy of incoming mailings
CONFERENCE CENTER SUPPORT
- Coordinates audio-visual equipment and prepares facility for meeting (including Skype, WebEx, teleconference and VTC)
- Ensure proper maintenance and usage of all equipment and supplies
- Prepares coffee and set out snacks as requested
- Effective immediately, OIG/GSA/OFAC Exclusion Screenings are now a mandatory requirement for all contractors supporting any brand or subsidiary of the client.
MAJOR DUTIES AND RESPONSIBILITIES Campus Mail
- Priority Focus for responsibility
- Receive package and sort by department
- Receive mail, open and determine recipient if not defined
- Vendor manager mail tracking software
- Post office runs if needed Campus Print
- Check printers for paper stock o Submit order to Facility Manager for placement
- First point of contact to address Tier 1 Printer Issues
- Submit service calls for Tier 2 and coordinate with vendor Campus Services
- Check supplies for office supplies, paper, toner, etc o Submit order to Facility Manager for placement
- Help coordinate large conference room schedules
- Work with Fitness Center personnel Campus Food
- Check coffee stations for coffee supplies o Submit order to Facility Manager for placement
- Monitor micromarkets for stock o Report issues to Facility Manager
- First point of contact to address Tier 1 Dining Issues o Report issues to Facility Manager
- Part of the job that requirement of receiving hundreds of packages of various sizes and destinations in our North Creek building.
- Years of Experience Needed: 3 years
Notes:
- Work Hours: 8:00 AM to 5:00 PM Monday through Friday
- MUST HAVE MAILROOM EXPERIENCE
VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.
Contact Details :
Account co-ordinator: Sekhar Radhakrishnan
VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008
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