all of us here have learned to juggle...
The Front Counter person will need to learn to juggle their Receptionist/File Clerk Duties along with helping in Production and going on Deliveries. Below is a description of what those different duties are like:
Receptionist/File Clerk Duties
This person will be the first contact when customers call and come into our shop.
This person is to process payments for orders customers are picking up, write up paperwork for new orders (taken in person, over phone, by fax and email), as well as do short run copying and faxing for customers while they wait.
This person will make enlargements and reductions from hardcopy (typically old photos) on copiers, scan documents to email, and download client files from email for short run print outs. There will also be some use of an X-acto Knife and manual rotary cutting machine to trim client work.
This person will jointly oversee the orders@ email account and will need to print out orders (and then write them up) that come in through that account as well as occasionally forward client layout files to the the Art Dept. (for preflight checks) or to the Pressroom for any production work being printed on the digital press downstairs.
When production print orders are completed this person will call customers to come pick up their orders.
While waiting on customers, the receptionist will need to determine if someone else is better suited to talk with the client on a specific project (such as one of the graphic designers to meet with a client who asks about getting a logo or other design/layout work done, or to talk with someone in estimating to discuss and gather information for engineering and quoting of an order).
If a customer asks to speak to someone else, the receptionist will need to take down their name and what they are calling about to communicate to this other staff person as the call is being transferred, or for use in writing up a proper phone message (for when this staff person is not available).
This person will need to understand and then clearly communication to client our schedule, procedures, guidelines, requirements and policies.
This person will also need to stand by our policies on client confidentiality and copyright issues. This person will also need to provide accurate, valid and complete information by using the right forms, as well as through email.
They will also need to keep accurate and detailed records of customer interactions. They will also need to learn how to use our price charts (for some basic services) and then accurately price simple orders.
It will be important for them to quickly process customer work orders to get them into production, and then file the paperwork after the order is completed, picked up and paid for.
They will need to help keep the lobby area neat and organized, especially shared desk spaces and shared computer files.
Production Warrior
In addition to the above Receptionist duties, the Production Warrior will do some of the production print work on the machine upstairs in our lobby, handling client print-ready files, properly handling specialty papers, being watchful for the best quality, having a good eye for seeing flaws and accuracy of colors, and be able to accurately fulfill the printing of digital print orders done on the lobby equipment.
This person will need to learn from and work with Art Dept. to learn Pre-Flight issues to watch for and how to advise client on correcting their files. This person will also need to learn how to direct clients to online resources to learn how to properly set up a true print-ready file.
The Production Warrior will help oversee wide format copies of blueprints and economy large prints done on the Canon Poster Printer in the lobby.
They will also need to assist production by using the hydraulic paper cutters (in the pressroom), doing hand folding, collating, spiral binding and other bindery when necessary.
Deliveries as our Customer Service Rep
In addition to the above Receptionist and Production Warrior duties, this part of the job will require the person to make deliveries to clients and while at client offices take advantage of opportunity to promote our services to them, being observant while at their office in order to inform customers of other services and products way can likely help them with.
Receptionist/File Clerk Duties
This person will be the first contact when customers call and come into our shop.
This person is to process payments for orders customers are picking up, write up paperwork for new orders (taken in person, over phone, by fax and email), as well as do short run copying and faxing for customers while they wait.
This person will make enlargements and reductions from hardcopy (typically old photos) on copiers, scan documents to email, and download client files from email for short run print outs. There will also be some use of an X-acto Knife and manual rotary cutting machine to trim client work.
This person will jointly oversee the orders@ email account and will need to print out orders (and then write them up) that come in through that account as well as occasionally forward client layout files to the the Art Dept. (for preflight checks) or to the Pressroom for any production work being printed on the digital press downstairs.
When production print orders are completed this person will call customers to come pick up their orders.
While waiting on customers, the receptionist will need to determine if someone else is better suited to talk with the client on a specific project (such as one of the graphic designers to meet with a client who asks about getting a logo or other design/layout work done, or to talk with someone in estimating to discuss and gather information for engineering and quoting of an order).
If a customer asks to speak to someone else, the receptionist will need to take down their name and what they are calling about to communicate to this other staff person as the call is being transferred, or for use in writing up a proper phone message (for when this staff person is not available).
This person will need to understand and then clearly communication to client our schedule, procedures, guidelines, requirements and policies.
This person will also need to stand by our policies on client confidentiality and copyright issues. This person will also need to provide accurate, valid and complete information by using the right forms, as well as through email.
They will also need to keep accurate and detailed records of customer interactions. They will also need to learn how to use our price charts (for some basic services) and then accurately price simple orders.
It will be important for them to quickly process customer work orders to get them into production, and then file the paperwork after the order is completed, picked up and paid for.
They will need to help keep the lobby area neat and organized, especially shared desk spaces and shared computer files.
Production Warrior
In addition to the above Receptionist duties, the Production Warrior will do some of the production print work on the machine upstairs in our lobby, handling client print-ready files, properly handling specialty papers, being watchful for the best quality, having a good eye for seeing flaws and accuracy of colors, and be able to accurately fulfill the printing of digital print orders done on the lobby equipment.
This person will need to learn from and work with Art Dept. to learn Pre-Flight issues to watch for and how to advise client on correcting their files. This person will also need to learn how to direct clients to online resources to learn how to properly set up a true print-ready file.
The Production Warrior will help oversee wide format copies of blueprints and economy large prints done on the Canon Poster Printer in the lobby.
They will also need to assist production by using the hydraulic paper cutters (in the pressroom), doing hand folding, collating, spiral binding and other bindery when necessary.
Deliveries as our Customer Service Rep
In addition to the above Receptionist and Production Warrior duties, this part of the job will require the person to make deliveries to clients and while at client offices take advantage of opportunity to promote our services to them, being observant while at their office in order to inform customers of other services and products way can likely help them with.