Office Services Workflow Coordinator

RRD; Chicago (IL); On-site; USD 29,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision coverage

Paid time off

Disability insurance

401(k) with company match

Life insurance

Parental leave

Tuition assistance

Employer discounts

Job summary

RRD is seeking a Workflow Coordinator for Office Services in Chicago to deliver exceptional customer service by coordinating reprographics, mail services, intake, hospitality, and facilities in a fast-paced environment.

The role supports other back-office services as needed, with a focus on accuracy, timeliness, and strong client relationships. Requires a high school diploma and 3+ years of office services experience.

Qualifications

• High school diploma or equivalent.
• Minimum of three years’ experience in office services preferably in a legal, banking or large corporate environment.
• Experience directing workflow in an organized manner to meet deadlines occurring quickly and simultaneously.

Responsibilities

• Coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
• Assist the team in completing large or more complex jobs (i.e. high volume requests).
• Ensure team provides outstanding service to client, while building strong customer relationships.
• Escalate operational problems 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 quality assurance to maintain efficient workflow and client satisfaction.
• Monitor workflow to ensure timely completion of jobs.

Skills

Customer service

Communication

Attention to detail

Problem solving

Team coordination

Microsoft Office

Education

High school diploma or equivalent

Tools

MS Office

Reprographics equipment

Mail/delivery equipment

Job description

RRD provides marketing, packaging, print, and business services to the world’s most respected brands. The company’s proprietary technology, advanced data analytics, and expertise fuel organizational decision-making from strategy through execution, delivering sustainable solutions with the lowest possible environmental impact. Global organizations and regulated industries trust RRD to reduce complexity and drive audience connections across the entire customer journey.

Schedule: Monday - Friday, 8:00am - 5:00pm

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

• *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.

Qualifications

• High school diploma or equivalent.
• Minimum of three years’ experience in office services preferably in a legal, banking or large corporate environment.
• Experience directing workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
• Intermediate computer skills required, generally using Microsoft Office.
• Familiar with procedures supporting service line, such as mail, reprographics, or other administrative support services
• Skilled in the use of reprographics equipment, mail, phone and/or digital equipment and other office hardware and/or software, as applicable to service line.
• Demonstrates customer service skills needed to maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
• Attention to detail with emphasis on accuracy and quality.
• Ability to handle sensitive and/or confidential documents and information.
• Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
• Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures.
• Excellent problem-solving skills, with the ability and understanding of when to elevate a problem to a supervisory level.
• Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced, team environment.
• Must be self-motivated with positive can-do attitude.

Additional Information

The salary range for this role at the noted RRD location is $20.53- $28.70/ hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay.

• medical
• dental
• vision coverage
• paid time off
• disability insurance
• 401(k) with company match
• life insurance
• other voluntary supplemental insurance coverages
• parental leave
• adoption assistance
• tuition assistance
• employer/partner discounts

RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.