Role Title: Office Services Associate
Location: On-Campus full time position
Shift: 8:00-4:30 Must be flexible to cover absences of Receptionist (7:45 start time)
Language: Bilingual English and French an asset
Executive Summary:
The Office Services Associate is a key operational role providing seamless, high-quality administrative and customer service support across Reception, Mailroom, and Duplicating Print Center functions. This full-time, on-campus position oversees end-to-end shipping and courier logistics, visitor management and IT hardware distribution, print production, and vendor oversight. Serving as a certified Transportation of Dangerous Goods Agent and key operational backup, the Office Services Associate ensures daily campus efficiency, compliance, and exceptional service delivery.
Description of Work:
Reception:
- Provide daily coverage for breaks/lunch and extra support in the morning when large groups arrive. Also responsible for primary coverage during vacation, sick days and any other absence of the primary Receptionist.
- Greet and receive guests, enter into the Visitors Sign In System, ensure employees are notified of their arrival, issue visitor badges. Arrange for transportation for guests (taxi), arrange for same day couriers, data entry for invoicing from Office Services, Facilitate the end-to-end distribution and reclamation of IT hardware.
Mailroom:
- Work closely with the Mailroom Receiver to receive, sort and prepare for pick-up all inbound couriers and/or mail.
- Process outbound regular mail, couriers for Federal Express, Purolator, and Current Express. Attention to detail to ensure that items, weights and contact details are accurate and paperwork for international shipments are completed correctly.
- Troubleshoot any issues arising from the paperwork and collaborate on a solution with Client employee, customs broker, and courier vendors, when necessary. Investigate inquiries for any lost mail and couriers.
- Verify and process all courier vendor invoices to Accounts Payable and resolve any issues with vendors.
- Monitor any mailroom equipment and implement any updates to the system and work with the vendor on any issues.
- Maintain FedEx Shipping System online with updating all new and departed employee profiles. Ensure FedEx online is checked, verified, and processed daily for any new shipping requests entered by the employee.
- Process new hire shipments bi/weekly. Verify new hires names and start dates with IT/Fieldglass and ensure addresses are correct before shipping.
- Assemble new hire swag bags and ensure there is enough quantity to distribute to the new hires bi-weekly. Keep track of swag inventory to ensure quantities do not deplete.
- Lead Mailroom specific vendors including RFP participation, contract Product, POs creation and troubleshooting, Invoicing, equipment lease renewals and preventative maintenance schedules.
- Provide support and volume back up to Receiving and Duplicating during business fluctuations for vacation coverage and any absences. Maintain all monthly reporting.
- Verify the functionality of all equipment in the required workspaces and ensure service calls are initiated immediately upon detecting any equipment malfunction.
- Manage the end-to-end procurement and inventory of operational supplies for the Mailroom, Duplicating, and Receiving departments. Additionally, provide support for supply orders for the Safety, Health, and Environment (SHE) and Facilities teams as needed.
- Act as the Lead Transportation of Dangerous Goods Agent for the campus, arrange the training for the core team including Logistics and SHE. Renew every 2 years
Duplicating Print Center:
- Manage intake tool for new projects. Prepare, and produce customer-requested, black & white or colour printing.
- Provide advice where applicable with regards to layout, paper selection, & finishing methods. Coordinate some external print projects with selected vendors.
- Coordinate the return of Client waste toner and used cartridges for recycling, including year-end report for Key Figures.
- Coordinate maintenance and repair schedule for Duplicating Centre equipment. Quality control check by following Client Corporate Design Guidelines before activating print process.
- Prepare and maintain department SOPs, understand WHMIS guidelines and chemical safety procedures for any equipment (limited)
