Office Services Workflow Specialist — Repro & Mail

RR Donnelley; Chicago (IL); On-site; USD 28,000 - 40,000; Full time

Job summary

RR Donnelley in Chicago is seeking a Workflow Coordinator for Office Services to coordinate reprographics and mail workflow, manage intake, hospitality, facilities, and reception. You will support back-office services and contribute to client satisfaction through efficient, accurate processing.

The role requires attention to detail, strong communication, and experience directing workflow to meet tight deadlines.

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.
• 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.

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. 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.

Skills

Customer service

Communication

Attention to detail

Problem solving

Multi-tasking

Self-motivation

Education

High school diploma or equivalent

Tools

Microsoft Office

Reprographics equipment

Phone & email systems

Job description

RR Donnelley in Chicago is seeking a Workflow Coordinator for Office Services to coordinate reprographics and mail workflow, manage intake, hospitality, facilities, and reception. You will support back-office services and contribute to client satisfaction through efficient, accurate processing.

The role requires attention to detail, strong communication, and experience directing workflow to meet tight deadlines.