Office Services Workflow Coordinator

RRD Company; New York (NY); On-site; USD 28,000 - 40,000; Full time

Job summary

RRD is seeking a Workflow Coordinator for Office Services in New York. The role focuses on coordinating reprographics, mail, intake, hospitality, facilities, AV, and reception to deliver exceptional client service. Schedule Mon-Fri 10:30am-6:30pm.

You will support multiple back-office services, ensure quality, and manage deadlines while maintaining logs and reporting. Candidates should have a high school diploma and at least 1 year of office services experience, with strong communication and

Qualifications

• The candidate must have a high school diploma or equivalent.
• Minimum 1 year of office services experience, preferably in a legal, banking, or large corporate setting.
• Proficient in using mail, phone, email, and digital reprographics and mail equipment.
• Familiar with general back-office procedures to meet client satisfaction.
• Strong customer service, written and verbal communication.
• Ability to meet deadlines and manage multiple tasks.

Responsibilities

• Coordinate workflow within the team, prioritizing jobs and delegating duties.
• Assist with large or high-volume jobs and administrative requests.
• Ensure delivery of outstanding service and build client relationships.
• Escalate operational issues to Lead or Manager promptly.
• Produce required reports on schedule.
• Read, interpret and respond to requests from emails, calls, or forms.
• Provide job intake services as prescribed by supervisor.
• Maintain logs and reporting documentation.

Skills

Customer service

Communication skills

Attention to detail

Deadline oriented

Teamwork

Problem solving

Multitasking

Education

High school diploma or equivalent

Tools

Mail equipment

Reprographics equipment

Audio/Visual equipment

Job description

• Compensation: USD 20.53 - USD 28.7 - hourly

Company 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.

Job Description

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 escape 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 (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 escape 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.

Additional Information

Thesalary 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. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

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.