Become An Office Services Representative

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Working As An Office Services Representative

Getting Information
Interacting With Computers
Communicating with Persons Outside Organization
Communicating with Supervisors, Peers, or Subordinates
Establishing and Maintaining Interpersonal Relationships

Deal with People
Mostly Sitting
Repetitive
$32,802
Average Salary

What Does An Office Services Representative Do At Canon Business Process Services

* SERVICE
* Insures total customer satisfaction through understanding of customer expectations, proactive problem identification/resolution, and maximizing opportunities to build relationships.
* MAIL/PACKAGES/POUCHES
* Receive, sort, and deliver all incoming mail & packages according to assigned floors and within established time frames.
* Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations.
* Prepare special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable).
* Package and process outgoing overnight items, i.e. Federal Express, UPS, etc., to meet client and vendor deadlines.
* Log and deliver incoming overnight packages within established time frames.
* Log outgoing and incoming items as required and review for accuracy/completeness.
* SUPPLIES/COPYING/FAXING/ADMINISTRATION
* Organize and distribute supplies to client employees as detailed in job requests.
* Verify and log orders upon delivery.
* Monitor inventory of copy supplies, stock paper and toner and keep supply area neat (inclusive of convenience copiers).
* Handle items for distribution to a segment of or all of client employees, affiliates, dealers, etc.
* Estimate runtime on the small to medium photocopy jobs.
* Check all copies produced for quality and accuracy.
* Produce bound copies of work when requested.
* Deliver and pick up copy jobs.
* May provide minor maintenance of photocopy machine such as solving paper jams, placing service calls and routine cleanings.
* Operate facsimile machines; send and receive facsimiles.
* Keep complete and accurate logs of incoming and outgoing facsimiles.
* Where appropriate, input facsimile data into computer for client charge back.
* Generate activity reports, confirmation reports, and call the receiver to confirm receipt as necessary.
* Prepare monthly production and volume reports in order to measure productivity and prepare billing charges.
* Performs other administrative duties from inserting, copying and photocopying to faxing as needed.
* May possibly perform any of the following functions at the direction of the Site Manager:
* Set up and maintain client’s kitchen areas and conference rooms, order food and make coffee.
* Provide reception work such as answering telephones, taking messages and greeting visitors.
* Move boxes, supplies or furniture; replace light bulbs.
* Document scanning.
* Prepare outgoing items for shipping.
* Due to changing technology in office automation, will be required to learn new features and functionalities of copying machines, faxes, scanning, shipping equipment as introduced at the site.
* Additional duties as assigned.
* Qualifications

What Does An Office Services Representative Do At Ascension Health

* Greets patients and visitors, checks patients in and out, and obtains necessary documentation.
* Verifies and enters demographic information.
* Obtains and verifies insurance authorizations/precertification.
* Completes medical record release requests and schedules/confirms patient appointments.
* Enters, reviews and submits charges for patient procedures and services daily.
* Collects co-payments and reconciles all daily reports and deposits for accuracy.
* Provides general office and clerical support to assigned out-patient/medical office.
* Performs other duties as assigned

What Does An Office Services Representative Do At RR Donnelley

* Processing large litigation based reprographics requests
* Completing scanning requests according to end user specifications
* Follow procedures to run print jobs, punch, and bind printed materials
* Meet and greet clients and visitors as needed
* Maintain a clean and aesthetically pleasing office services area
* Create and modify documents, and prepare reports using Microsoft Office
* Perform general clerical duties to include but not limited to: faxing, mailing, and filing
* Setup and coordinate meetings and conference rooms; clean conference rooms after meetings
* Performs key ops procedures on office reprographics equipment
* Troubleshoots problems with reprographics equipment and places service calls as required
* Receives, sorts and delivers incoming mail
* Prepares overnight deliveries, affixes postage to outgoing mail, and maintains records on postage
* Assists with packaging of parcels
* Performs regular mail runs
* Maintain inventory of office supplies and order supplies when needed
* Coordinates work orders, vendors, and purchase orders
* Coordinates messenger services/deliveries
* Perform other duties as needed including coverage for other business service functions at the site.
* Required Skills

What Does An Office Services Representative Do At Canon Business Process Services

* Fulfill historical Statement and New Acct reprint requests.
* Fulfill historical Statement and New Acct reprint requests.
* Fulfill non-historical statements, confirms, and 1099 requests.
* Retrieve banking/loan/investment statements, copy of checks and wire transfer requests
* Provide AVP letter retrieval service.
* Fulfill Annual Report, Proxy Statement, Corporate Citizenship and Quarterly Earning requests.
* Fulfill Diversity bookmarks and poster requests that are received through email/support line.
* Maintain the distribution list for publications through List Management.
* Create Job Tickets through OPAL to be used in the mailing of publications clients.
* Verify, Sort, Pack and label requests received from print.
* Create monthly billing charges.
* Telephone and Email inquiries.
* Process incoming supply, invoice and permit requests through P2P.
* Service an expansive array of products/services.
* Process requests through STARS – Service Tracking and Reporting System.
* Support of CoB for CD creation for GTS Controlled Disbursements.
* Monitor and submit all metrics reporting via Grand Central.
* Track projects and create updated flows for the online support efforts.
* Assist in special projects.
* Understanding of how the team interacts with others in accomplishing the objectives of the area.
* Specialized functional area skills and basic knowledge including underlying professional/technical principals or standards.
* Understanding the importance to the client and business in meeting service levels.
* Excellent verbal and written skills.
* Ensure compliance all client Information Technology Policies and Standards.
* Additional duties as assigned.
* Qualifications

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How To Become An Office Services Representative

Customer service representatives typically need a high school diploma and receive on-the-job training to learn the specific skills needed for the job. They should be good at communicating and interacting with people and have some experience using computers.

Education

Customer service representatives typically need a high school diploma.

Training

Customer service representatives usually receive short-term on-the-job training, lasting 2 to 3 weeks. Those who work in finance and insurance may need several months of training to learn more complicated financial regulations.

General customer-service training may focus on procedures for answering questions, information about a company’s products and services, and computer and telephone use. Trainees often work under the guidance of an experienced worker for the first few weeks of employment.

In certain industries, such as finance and insurance, customer service representatives must remain current with changing regulations.

Licenses, Certifications, and Registrations

Customer service representatives who provide information about finance and insurance may need a state license. Although licensing requirements vary by state, they usually include passing a written exam. Some employers and organizations may provide training for these exams.

Important Qualities

Communication skills. Customer service representatives must be able to provide information in writing, by phone, or in person so that customers can understand them.

Customer-service skills. Representatives help companies retain customers by answering their questions and complaints in a helpful and professional manner.

Interpersonal skills. Representatives should be able to create positive interactions with customers.

Listening skills. Representatives must listen carefully and understand a customer’s situation in order to assist them.

Patience. Representatives should be patient and polite, especially when interacting with dissatisfied customers.

Problem-solving skills. Representatives must determine solutions to a customer’s problem. By resolving issues effectively, representatives contribute to customer loyalty and retention.

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Office Services Representative jobs

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Office Services Representative Typical Career Paths

Average Length of Employment

Office Services Supervisor 4.6 years
Office Services Coordinator 3.9 years
Office Services Specialist 3.4 years
Office Services Clerk 3.3 years
Office Services Representative 3.0 years
Site Representative 2.8 years
Office Services Assistant 2.6 years
Office Services Associate 2.6 years
On-Site Services Specialist 2.2 years
Office Representative 2.2 years

Top Careers Before Office Services Representative

Top Careers After Office Services Representative

Office Services Representative Demographics

Gender

Female
54.9%
Male
43.7%
Unknown
1.3%

Ethnicity

White
78.8%
Hispanic or Latino
12.5%
Asian
5.9%
Unknown
2.0%
Black or African American
0.8%

Languages Spoken

Spanish
71.4%
French
9.5%
Portuguese
4.8%
Russian
4.8%
Arabic
4.8%
Italian
4.8%

Office Services Representative

Unfortunately we don’t have enough data for this section.

Office Services Representative Education

Schools

University of Missouri - Saint Louis
12.5%
National Louis University
7.1%
University of Phoenix
7.1%
Milwaukee Area Technical College
7.1%
York College of the City University of New York
7.1%
University of Maryland - University College
5.4%
Webster University
5.4%
Grand Valley State University
5.4%
Saint Louis Community College
3.6%
Ashford University
3.6%
De Anza College
3.6%
Albany State University
3.6%
Miami Dade College
3.6%
Virginia Commonwealth University
3.6%
Temple University
3.6%
DePaul University
3.6%
Youngstown State University
3.6%
State University of New York Buffalo
3.6%
Pennsylvania State University-Penn State Greater Allegheny
3.6%
Strayer University
3.6%

Majors

Degrees

Other
34.5%
Bachelors
33.9%
Associate
14.2%
Masters
10.3%
Certificate
4.5%
Diploma
1.3%
License
1.0%
Doctorate
0.3%

Office Services Representative

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Top Skills for An Office Services Representative

Top Office Services Representative Skills

Outgoing Mail/Packages
Delivery Activities
Customer Service

You can check out examples of real life uses of top skills on resumes here:

Deliver exceptional customer service, in person and through telephone and email correspondence.
Received, sort, and delivered all incoming mail and packages according to assigned buildings within established time frames.
Greet clients and answer phones, sort out faxes and ordered office supplies for the firm.
Handled shipping and receiving of packages via USPS, UPS, FED-EX, and New Jersey lawyer service.
Wrap, seal, weigh, affix postage and dispatch all outgoing mail/packages in accordance with postal regulations.