Workflow Coordinator

Opensity solutions; Phoenix (AZ); On-site; USD 2,755,000 - 3,995,000; Full time

Job summary

Opensity is seeking a Workflow Coordinator to deliver high quality customer service by coordinating requests and completing related administrative responsibilities within the Word Processing Department at a company facility in the Phoenix area. This role partners with Coordinators and Supervisors to ensure smooth handoffs to processors and maintain service standards.

You will identify team needs, propose improvements, and support staff to sustain strong working relationships.

Qualifications

• Five+ years of experience in a legal document production environment or legal secretarial role.
• Familiarity with legal terminology and law firm environment.
• Advanced proficiency with Microsoft Office and document management systems.

Responsibilities

• Provide exceptional customer service to attorneys and staff through Word Processing Department communications.
• Manage, monitor, and prioritize workflow to meet deadlines and service expectations.
• Perform Document Specialist duties as workload requires.
• Coordinate workflow transitions across shifts to ensure continuity of service.
• Communicate effectively via work requests, email, phone, and messaging platforms.
• Collaborate with Supervisors and Coordinators to update procedures and documentation.
• Escalate operational issues and risks promptly to the Supervisor.
• Support additional document processing initiatives and firm projects as assigned.

Skills

Customer service

MS Office

Time management

Communication

Education

Associate degree

Secretarial degree or equivalent

Tools

Document Management Systems

Word

Excel

PowerPoint

Job description

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.The Workflow Coordinator delivers high quality customer service by coordinating requests and completing related administrative responsibilities. This role partners closely with other Coordinators and Supervisors to ensure smooth handoffs to processors and consistent, high quality. service. The Workflow Coordinator takes a proactive approach to identifying team needs, recommending improvements, and supporting staff to maintain strong working relationships and service standards. This position is based at an Opensity Facility.RESPONSIBILITIESProvide exceptional customer service to attorneys and staff utilizing the Word Processing Department through professional, responsive, and detail-oriented communication.Manage, monitor, and prioritize workflow during assigned shifts to meet attorney deadlines and service expectations.Perform Document Specialist duties as required, based on workload and business needs.Coordinate workflow transitions across shifts using Shift Status emails, written instructions, and verbal communication to ensure continuity of service.Communicate effectively through work requests, email, telephone, and messaging platforms to support timely and accurate job completion.Collaborate with Supervisors and fellow Coordinators to maintain, update, and implement departmental procedures and documentation.Escalate operational issues, potential risks, and employee relations concerns to the Supervisor in a timely and professional manner.Support additional document processing initiatives, firm projects, and departmental functions as assigned.REQUIREMENTSAssociate degree, secretarial degree, or equivalent combination of education and experience.Five or more years of experience in a legal document production environment and or legal secretarial role.Working knowledge of legal terminology and familiarity with a law firm environment.Advanced proficiency with Document Management Systems and Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.Strong spelling, grammar, punctuation, and proofreading skills.Demonstrated ability to organize, prioritize, and manage multiple assignments in a deadline driven environment.Self-directed with strong initiative and the ability to work independently with minimal supervision.Proven ability to perform effectively under pressure while maintaining accuracy and quality.Excellent communication, interpersonal, teamwork, and customer service skills.The Compensation range for this role is up to 29.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.All eligible employees receive access to a comprehensive benefits package, including:Medical insuranceDental insuranceVision insurance401(k) retirement planPaid Time Off (PTO)Opensity is an Equal Opportunity Employer.We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.