Workflow Coordinator

RR Donnelley; New York (NY); On-site; USD 77,366,016 - 80,231,424; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

401(k) with company match

Life insurance

Parental leave

Adoption assistance

Tuition assistance

Employee discounts

Job summary

Williams Lea in New York is seeking a Workflow Coordinator for Office Services to manage reprographics, mail, and general office requests in a fast-paced environment. You will support other service lines, assign staff to tasks, and ensure timely delivery of client projects.

The role requires at least three years in office services, strong Microsoft Office skills, and excellent customer service with attention to detail. Occasional overtime and standing for long periods are possible.

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 to meet fast deadlines.

Responsibilities

• Coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
• Assist the team in completing large or high-volume jobs while maintaining service quality.
• Ensure team provides outstanding service to client and build client relationships.
• Escalate operational issues to Supervisor or Manager when needed.
• Produce required reports on schedule.
• Provide job intake services as prescribed by manager.
• Read and interpret requests from emails, phone, in-person.
• Communicate with manager and client on deadlines and issues.
• Maintain quality assurance to ensure efficient workflow and client satisfaction.
• Monitor workflow to ensure timely, accurate completion.
• Adhere to standard operating procedures at all times.
• Train new employees on policies and procedures.

Skills

Customer service

Communication

Problem solving

Attention to detail

Microsoft Office

Teamwork

Multitasking

Education

High school diploma or equivalent

Tools

Reprographics equipment

Mail/digital 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.

Job Description

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 & general office services requests.
Workflow Coordinators will support other Williams Lea service lines as needed, including but not limited to ticket creation, assigning staff to tasks 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 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 furniture configuration, mail and messenger services, 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 escalate 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.

Working conditions

• Position operates at sites with maximum of Daily operations 7 am to 8 pm. Individual shift requirements will vary by site.
• Ability to work overtime as needed.
• Work is performed in a professional work environment.
• Professional attire required, Uniform shirts provided.
• Hazards include working with office machines (copiers, faxes, scanners, bindery equipment, paper cutters) and cleaning supplies and toner.
• Must be able to work standing up all or most of the time.

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

Additional Information

Thesalary range for this role at the noted RRD location is $27 - $28 / 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.

Shift:Monday to Friday - 3:00pm to 12:00am

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.

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