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Client Service Associate

Portland, Maine, United States

Job Title: Client Services Associate

Reports To: The Client Services Associate will report to the Client Services Manager or equivalent leadership.

The Client Services Associate provides exceptional customer service, delivering operational functions in the following areas: processing of inbound/outbound mail, distributing/delivering of mail, shipping and receiving product and supplies to support onsite business service center, replenishing/organizing/ordering office supplies (pens, paper, toner), insuring copy/print machines are functional and stocked, and serving as a backup to the front of office (reception/concierge). The CSA position is also involved with onsite data entry and must be experienced with Excel and shipping label creation.

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

 

Key Responsibilities:

  • Deliver 5-star customer service to all employees across all communication channels.
  • Receive and sort inbound mail/packages; enter into chain-of-custody software.
  • Manage outgoing mail and package shipping transactions.
  • Handle shipping and receiving of materials, including notifying recipients of deliveries.
  • Distribute incoming packages and mail to appropriate personnel.
  • Act as the main point of contact for all mail/package-related inquiries.
  • Perform daily maintenance of multi-function devices (e.g., refill paper/toner, troubleshoot issues).
  • Submit work orders as needed for facility or equipment issues.
  • Maintain an organized and clean mail center environment.
  • Monitor and restock mailroom and shipping supplies.
  • Support copy/print operations and ensure equipment functionality.
  • Assist with daily data entry tasks and shipping label creation.
  • Seek additional work proactively during downtime.
  • Build and maintain professional relationships with team members and clients.
  • Handle sensitive inquiries with discretion and sound judgment.
  • Provide front desk reception or concierge support as needed.

Required Competencies:

  • Strong verbal and written communication skills.
  • Exceptional customer service orientation.
  • Proficiency in Microsoft Office Suite (Excel, Outlook, Teams, SharePoint required).
  • Ability to multitask and prioritize in a fast-paced environment.
  • Excellent organizational skills.
  • Familiarity with multi-function device (MFD) operation and maintenance.
  • Understanding of shipping/receiving procedures.
  • Ability to work independently and manage tasks with minimal supervision.
  • Attention to detail when verifying packing slips and handling inventory.
  • Knowledge of mailroom operations a plus.

Qualifications:

  • High School Diploma or equivalent required.
  • Minimum of 1 year of relevant work experience or transferable skills preferred.
  • Must be able to work assigned hours as determined by the manager.
  • Strong time management and problem-solving skills.
  • Professional appearance and demeanor required.
  • Proficiency with computer-based systems used in day-to-day operations.
  • Adherence to all company policies and procedures.

Physical Requirements:

  • Frequently required to grasp, lift, and carry items using carts with a load capacity of up to 60 lbs.
  • Regularly lift or move items weighing 20–40 lbs or more.
  • Ability to walk, stand, bend, kneel, or sit for extended periods.
  • Manual dexterity for operating office machinery (e.g., computers, printers, binding equipment).
  • Capable of sitting for 2–3 hours at a time for data processing tasks.
  • Must be able to work in varying environmental conditions, including hot, cold, or inclement weather.

 

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.

To view our privacy policy, click on the link below:

SPS-North America Privacy Policy

 

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