Mail & Print Operations Specialist

Join our Luxembourg team to support distribution of mail, scanning, print center and other office services to the required quality standards via digital & workplace solutions. Document & Business Solutions (DBS) is the company’s primary office-based services provider for the firm, globally, operating across APAC, EMEA, LATAM, and NAMR in more than 50 cities. DBS is responsible for providing vital products and services, including but not limited to, creative & design, document creation/print/copy, mail distribution, messenger, courier, and scanning, archiving and secure paper destruction. Additionally, DBS manages a suite of products, including, SmartPrint (floor printers), mail digitization and DBS’s online service platform.

As an Operation Specialist in our team, you will provide a professional service within our Luxembourg building for receiving and shipping of mail, scanning, print center services as well as supporting clients with basic office solutions such as stationery, assisting with minor issues on office print devices and other document management systems. Use the latest digital and technical products such as package lockers, professional printers, scanners and tracking devices, aligned to global control procedures to ensure a robust and controlled process.

Job Responsibilities

• Operating of functional equipment including mail, printing, scanning, inserting, sortation, confidential paper bins and other equipment, as applicable.
• Scan documents/files and integrate into agreed document workflow/depositories.
• Handle receipt and collection of mail and courier items including required manifest(s) and documentation.
• Identify non-compliant activities, resolve discrepancies and escalate as appropriate.
• Maintain record keeping and tracking of data and metrics as required by management.
• Maintain inventory to support stock management and fulfillment of consumables, including toner, paper and stationery units.
• Receive and process incoming and outgoing documents to all destinations (internal and external) through digital or physical channels, including required manifest(s) and documentation, in alignment with approved vendor services.
• Other duties as assigned.

Required Qualifications, Capabilities, And Skills

• Intermediate written and spoken English and communication skills
• Fluent/Advanced written and spoken French
• Good customer service skills, attentiveness, able to interact positively and pleasantly.
• Ability to follow directions, show initiative, work and perform duties under minimal supervision, problem-solve and follow through on tasks.
• Able to work flexibly and productively in a fast-paced team environment.
• Detail and deadline oriented with strong emphasis on safeguarding all personal and confidential information.
• Self-motivated with proven ability to learn and to proactively seek and participate in opportunities and willingness to utilize downtime to learn new skills.
• Basic understanding of risk and control for the activities responsible; awareness and maintenance of safe working practices related to Health & Safety.
• Intermediate understanding and use of Microsoft Office products; (Excel, Word, Power Point, and Outlook; including email & calendar).

· Operating functional equipment including postage, x-ray, inserting (where applicable), printing, scanning, and other equipment.

· Receive and process all incoming and outgoing work.

· Coordinate courier collection, including required manifest(s) and documentation.

· Perform and maintain basic record keeping and tracking of data as required by management.

· Identify non-compliant activities and escalate as appropriate.

· Print, finish and distribute all print requests and documents.

· Perform Check Management in line with all processing procedures (where applicable).

· Respond to all requests and inquiries from end-users of DBS products and services.

· Manage other logistical functions such as shuttle bus operations and overnight shipping.

· Handling of specialized items and more complex inquiries, including possible extensive research.

· Resolving discrepancies and performing escalations.

· Inventory management and fulfillment for production centers.

· Other duties as assigned.

· May be required to alternate between multiple locations within job location state/country to provide coverage as needed as well as variation of work hours to conform to needed coverage.

· Ability to follow directions, show initiative, work and perform duties under minimal supervision, and follow through on tasks.

· Good customer service skills, attentiveness, able to interact positively and pleasantly.

· Able to work productively in a fast-paced team environment.

· Detail and deadline oriented with strong emphasis on safeguarding all personal and confidential information.

· Intermediate understanding and use of Microsoft Office products; (Excel, Word, Power Point, and Outlook; including email & calendar).

· Must be comfortable with and have a solid understanding of basic business technology.

· Good oral and written communication skills.

· Able to lift and push items of significant weight (up to 50 pounds).

· Able to stand and walk for long periods of time.

· Able to resolve problems.

· Proactive to seek and participate in cross training opportunities and willingness to utilize downtime to learn new skills.

· Self-motivated with proven ability to learn.

· Ability to recommend process improvements.

· High school diploma or equivalent required.

· Prior experience in a production environment preferred.