The role of helping support the many functions of a working office falls to office machine operators. They control and operate equipment such as photocopiers, fax machines, image scanners and paper shredders. On top of overseeing the use of these machines, they are also typically tasked with the maintenance and upkeep.
In reviewing the office machine operator job description template provided here, you’ll see that an emphasis is placed on technical know-how. Your ideal candidate should understand the equipment that he or she works with inside and out, knowing what sort of auxiliary supplies are needed to maintain consistent output and how to troubleshoot issues should they arise.
Punctuality, promptness and good customer service skills are also attributes applicants should demonstrate. The office machine operator job description template will show you how to best compose your listing in order to emphasize the importance of the aforementioned characteristics.
Office Machine Operator Job Summary
Regional supply chain management office looking for experienced office machine operator to help support daily workflow. If you thrive in a team atmosphere and take pride in the work you do, we have the ideal position for you. This role serves as the backbone of our office, providing the necessary support services to ensure that our staff has consistent access to all of the scanning, storing and copying resources it needs. Not only will this position give you valuable experience in office operations, but it will also allow you to advance your technical skills as you learn how to effectively maintain and manage various office equipment. You’ll also have the chance to develop networking relationships with our office manager, on-site staff, personnel from our satellite offices and third-party supply vendors.
- Manage the operations of all of office equipment and machines (with the exception of computer hardware)
- Receive work orders from office manager, staff and outside parties for copies, scanned images or specially formatted documents, and execute those requests in a timely manner
- Review outgoing communications sent through office machines to ensure internal network security and verify the receipt of information by intended parties
- Direct incoming communications (i.e., faxes, PDF files) to the appropriate departments and employees
- Work with office machine and equipment providers to schedule routine service appointments with their technicians in order to ensure continuous optimal operations
- Troubleshoot any issues that arise with office equipment using both personal experience as well as operational manuals to identify their root causes, and correct problems when possible
- Work with office administrative personnel and external supply vendors to develop a supply ordering schedule to help maintain a reliable inventory of components and parts for each machine
- Instruct employees on the use of office machines in order for them to be able to effectively use equipment to complete individual projects
Job Skills and Qualifications
- Must be 18 years or older
- High school diploma or equivalent certification
- Basic mechanical knowledge
- Excellent customer service and communication skills
- One year of previous experience working in an office environment
- Familiarity with the design and setup of office equipment
- Critical thinking skills
- Able to multitask and perform well in potentially stressful situations
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Office Machine Operator Job Responsibilities
Finding the right candidate to operate your office’s machinery is important, because the smooth functioning of your business machinery allows the smooth functioning of your business overall. To make sure you recruit the right person, you need to write clear office machine operator job responsibilities that make good use of the space in this section to communicate the duties each candidate should be ready to perform. When revised into shape, this invites qualified candidates who can see themselves in this position to apply.
To review the ways you can make the job responsibilities section work for your company, let’s start with the organization in your office machine operator job description. Generally, you do not want to exceed about eight bullet-pointed duties. But it is important that the image of the position you paint for the jobseeker is complete, so you should have at least six. Write them in active language, and be sure each starts with a specific verb that helps the reader visualize each action.
Here are a few examples of responsibilities you might include in your office machine operator job description:
- Execute machine setup for each new job in the queue
- Ensure printed materials are properly copied and distributed
- Prepare orders for emergency repairs in the event of machine breakdown
- Communicate equipment status to workers waiting for work in the queue
Office Machine Operator Job Specifications
Writing an attractive office machine operator job description takes more than just clear and well-written text. It is also a matter of having the right ingredients. That’s why the job qualifications and skills section needs to be complete, and completion is a matter of knowing what core office machine operator job specifications you should expect candidates to hold as prerequisites for the position.
The writing of this list should be brief and specific, which is best achieved through the use of terms that are central to the job. Don’t be afraid of having a fairly lengthy list, and don’t worry if you lack experience with this particular position. Running your job description past a hiring manager or someone who supervises people in this position can help to make sure you are not missing anything.
It also helps to look at online resources to compare your own list to standard expectations. Here are a few examples of items you should include in a typical office machine operator job description. Feel free to adapt them as needed for your document.
- Strong problem sensitivity
- 1 year of experience operating photocopiers, fax machines, and other office equipment
- Effective written and verbal communication skills
- Customer service skills