Office Services Workflow Coordinator

RR Donnelley & Sons; New York (NY); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Paid time off

Disability insurance

401(k) with company match

Life insurance

Parental leave

Adoption assistance

Tuition assistance

Employer/partner discounts

Job summary

RR Donnelley & Sons is seeking a Workflow Coordinator for Office Services in New York to manage reprographics, mail, intake, and reception workflows. You will coordinate team tasks, ensure timely completion, and uphold quality service for clients in a fast-paced environment.

You will support additional back-office services as needed, escalate issues promptly, and maintain documentation and reports. A high school diploma and 1 year of office services experience are expected.

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 client satisfaction.
• Proven customer service skills to build strong relationships.
• Good written and verbal communication, including telephone etiquette.
• Attention to detail with good organizational skills.
• Able to meet deadlines and complete projects on time.
• Ability to handle sensitive documents and information.
• Able to make independent decisions within policy.
• Strong problem-solving and escalation when needed.
• Team player in a fast-paced environment.

Responsibilities

• Coordinate workflow within the team and prioritize jobs.
• Assist the team with large or high-volume requests.
• Ensure outstanding client service and build relationships.
• Escalate operational problems to Lead/Manager.
• Produce required reports on schedule.
• Provide job intake services as prescribed by manager.
• Read and interpret requests from various channels.
• Communicate deadlines and issues to manager/client.
• Quality assure workflow to maintain efficiency and client satisfaction.
• Monitor workflow to ensure timely completion.
• Select equipment/resources for successful completion.
• Train new employees on policies and procedures.
• Load copiers with paper and toner.
• Maintain logs and reporting documentation.
• Support additional tasks like conference setup and mail services.

Skills

Customer service

Communication

Problem solving

Teamwork

Time management

Education

High school diploma or equivalent

Tools

Mail equipment

Phone

Email

Digital reprographics

Job description

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 escalation 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 upscale 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.

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.