Office Services Workflow Coordinator

Schedule: Monday - Friday, 10:30am - 6:30pm

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.

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. • High school diploma or equivalent. • Minimum (1) year office services experience preferably in a legal, banking or large corporate environment. • Proficient using mail, phone, email, digital reprographics and mail equipment. • Familiar with general back office procedures to meet and maintain client satisfaction. • Proven customer service skills are required in order to create, maintain and enhance customer relationships. • Good written and verbal communication skills, including professional telephone and email etiquette. • Attention to detail with good organizational skills. • Must be able to meet deadlines and complete all projects in a timely manner. • Ability to handle sensitive and/or confidential documents and information. • Able to make independent decisions that conform to business needs and policy. • Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level. • Must work well in a team environment. • Must be able to interact effectively with multi-functional and diverse backgrounds. • Ability to work in a fast-paced environment. • Must be self-motivated with positive can-do attitude.