Pay: $26.00/hr
The Workflow Coordinator for Office Services delivers exceptional customer service for our clients by coordinating workflow in one or more of the following areas: reprographics (copy) and mail services in both physical and digital environments, intake, hospitality, facilities, audio/visual, reception.
Workflow Coordinators will support other Williams Lea service lines as needed, including but not limited to expense processing, accounts payable, or other back-office (administrative, virtual or shared) services.
Supervision
- Number and title(s) of direct reports (if any): n/a
- Received: Lead Office Services Associate, Supervisor, Manager, Director
Job relationships
- Internal: This position works closely with the Office Services team
- External: Clients
Job duties
(* denotes an “essential function”)
- Coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
- Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests)
- Ensure team provides outstanding service to client, while building strong customer relationships.
- Immediately escalate any operational problems or issues to Lead, Supervisor or Manager.
- Produce required reports on schedule.
- Provide job intake services as prescribed by manager.
- Read, interpret and understand all requests (emails, phone, in-person, and forms).
- Communicate with manager and client on job or deadline issues.
- Conduct and direct quality assurance process to maintain efficient workflow and assure client satisfaction.
- Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
- Assess incoming requests selecting the best equipment and/or resources for successful completion
- Make sure team follows standard operating procedures at all times.
- Train new employees on policies and procedures.
- Load copiers with paper and toner as needed.
- Maintain all logs and reporting documentation as required.
- Additional duties may include client or manager requests, such as setting-up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check-in.
- Must be able to lift up to 50 lbs. on a regular basis.
- Adhere to Williams Lea policies in addition to client site policies.
- Use equipment and supplies in a cost-efficient manner.
Working conditions
- Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site.
- Ability to work overtime as needed.
- Work is performed in a professional work environment.
- Professional attire required.
- Hazards include working with office machines (copiers, faxes, scanners, bindery equipment, paper cutters) and cleaning supplies and toner.
- Must be able to work standing up all or most of the time.
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