Client Services Associate (Mail and Lobby)

Job Title: Client Services Associate (Mail and Lobby) 

Reports To: The CSA (Mail and Lobby) will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership. 

Job Overview:

The Client Services Associate (Mail and Lobby) is responsible for managing all aspects of mail and package handling within the organization, ensuring efficient and timely delivery and receipt. This role also involves providing support at the lobby, greeting and directing visitors, and assisting with general administrative tasks. The Mail and Lobby Ambassador plays a crucial role in maintaining operational efficiency, helping ensure that all incoming and outgoing mail, packages, and shipments are processed accurately and securely. The position also involves occasional reception duties, providing a welcoming environment for guests and employees. 

Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service. 

What You Will Be Doing:

Mail and Package Handling:

• Manage all incoming and outgoing mail, packages, and shipments, ensuring timely processing and distribution to the appropriate departments or individuals.
• Track deliveries and shipments, ensuring proper documentation and maintaining accurate records.
• Coordinate with shipping and delivery services to handle special or urgent mail needs.
• Ensure that any large or special deliveries are safely received and stored.

Reception and Visitor Services:

• Greet and welcome employees, visitors, customers, and service providers with professionalism, courtesy, and empathy.
• Issue and track visitor badges (employee, temporary, or guest) to ensure appropriate access to the office.
• Notify employees or contractors upon visitor arrival, ensuring timely and accurate communication.
• Answer and screen phone calls, forwarding them to the appropriate personnel.
• Manage reception area, keeping it tidy and well-stocked with necessary supplies.

Administrative and General Support:

• Provide administrative support related to mail and general office tasks, including data entry and word processing using Microsoft Office Suite.
• Assist with cross-functional support tasks such as hospitality and office maintenance, as needed.
• Maintain accurate logs and reports for all mail and service-related activities, ensuring operational efficiency.

Security and Emergency Response:

• Ensure all visitors are properly identified with the correct badge and adhere to security protocols.
• Respond to any security issues or emergencies promptly and escalate to the appropriate personnel when necessary.
• Report maintenance or janitorial issues related to the mail area through the company’s case management system and follow up as required.

Operational Flexibility:

• Adapt to changing needs and assist in other departments or functions as needed, including providing backup reception services and other administrative duties.
• Ensure high standards of service while maintaining an organized, efficient work environment.

Health & Safety:

• Follow all safety protocols related to mail handling, ensuring the secure and safe processing of all materials.
• Maintain a safe and clean work environment, adhering to company health and safety guidelines.

Qualifications:

• At least 2 years of proven work experience in customer service, front office representative, or similar role.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to effectively work individually or within a team in a fast-paced environment.
• Ability to be resourceful and proactive when issues arise
• Competency in performing multiple functional tasks.
• Ability to meet employer's attendance policy.
• Willingness to cross-training for other job functions.
• Ability to lift up to 40 lbs. or maximum allowed by current State Law with or without accommodations
• The ability to sit and/or stand for long periods of time with or without reasonable accommodation

Travel: None or Negligible 

 Other Duties: 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do!
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees!
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
  • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe.

In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies.

SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.

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