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.