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Office Services Representative

We Make Life More Rewarding and Dignified
Location: Libertyville¬ 
Department: Human Resources¬ 


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SUMMARY


Responsible for conducting all mailroom and shipping/receiving tasks for the Office Services Department; provide Reception and Switchboard coverage; handle various Security administration tasks.



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RESPONSIBILTIES



  • Process and deliver daily invoices and receipts.

  • Receive incoming deliveries from FedEx, UPS, DHL, USPS and other carriers.

  • Scan in all incoming packages and "signature required" mail into the receiving system for tracking purposes.

  • Receive incoming freight shipments and deliveries; make Associate notifications as needed.

  • Sort and separate incoming USPS mail.

  • Conduct daily mail deliveries to appropriate department mailstops within scheduled times.

  • Deliver received packages to Associates; maintain tracking and signatures for accountability purposes.

  • Deliver skids, crates, and other large items to appropriate departments utilizing mechanical and power equipment as necessary.

  • Complete folding/inserting of outbound USPS mail, including invoices and other mailers.

  • Process outgoing USPS mail utilizing the postage machine. Be able to differentiate various mail types and find the most cost effective method of shipment.

  • Process outgoing FedEx packages, including international and high value shipments.

  • Complete and maintain necessary shipping paperwork and documentation.

  • Provide backup coverage for Senior Office Services Representative in his/her absence.

  • Process customer requests for offsite storage documents (sending and retrieving). Utilize the tracking system to maintain chain of custody for all retrieved document boxes.

  • Assist internal customers with various projects, including folding, inserting, and binding.

  • Respond to customer inquiries and requests and provide assistance in the mailroom as needed.

  • Maintain necessary supply inventory for Associates' mailing and shipping needs. Ensure availability of shipping supplies to internal customers (e.g., tape, bubble wrap, boxes, etc.).

  • Empty out and rotate Corporate shred bins located in the copy centers. Oversee destruction of confidential papers deposited into the shred bins.

  • Maintain inventory of copy paper supplies in Corporate copy centers.

  • Assist Senior Office Services Representative with administrative department duties.

  • Complete various security administration tasks, including (but not limited to) contract security scheduling, payroll preparation and submission, and weekly billing.

  • Manage the intranet sites for the Office Services and Security Department ‚€“ upload content, maintain current information, update forms, etc.

  • Provide lobby desk and switchboard coverage when requested; be able to answer incoming calls in a professional manner, transfer calls internally, conduct overhead paging when necessary, register and track visitors, monitor access control alarms and Corporate CCTV.

  • Routinely collaborate with other intradepartmental personnel, including Contract Security staff and Receptionist, as well as other Associates within the organization.


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Disclaimer: The above statements are intended to describe the general nature and level of work being performed by Associates assigned to this position.¬  They are not intended to be an exhaustive list of all responsibilities, duties and skills required of Associates assigned to this position.



ESSENTIAL FUNCTIONS OF THE ROLE


Excellent verbal and written communication skills; superb attention to detail; prolonged sitting and walking; pulling and pushing; overhead lifting; lifting up to 50 pounds; operational knowledge of MS Office, including Outlook, Word, Excel, and PowerPoint.



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QUALIFICATIONS¬ 


Academic/Credentials/Certifications


A minimum of a High School diploma. ¬ A College degree is preferred.


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Length of experience


3 years in a customer service focused position.


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Specialized skills/technical knowledge


Knowledge of Microsoft Office.
Understanding of operations and services of logistics support companies (FedEx, UPS, DHL, etc.).


Ability to operate a pallet jack and forklift.


Hollister is an EO employer ‚€“ M/F/Veteran/Disability
Job Req ID: 26771




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