Hospitality Workflow Coordinator

RR Donnelley•Chicago, IL

1d•$18 - $24•Onsite

About The Position

The Workflow Coordinator for Office Services delivers customer service by coordinating workflow in one or more areas, including reprographics (copy) and mail services in physical and digital environments, intake, hospitality, facilities, audio/visual, and reception. The coordinator may also support other Williams Lea service lines, including expense processing, accounts payable, and other administrative, virtual, or shared back-office services. The role is scheduled Monday through Friday, 7:30 a.m. to 4:30 p.m. It involves organizing and prioritizing work, supporting complex or high-volume jobs, maintaining quality and deadlines, and ensuring team adherence to procedures and client-site policies. Additional tasks may include setting up conference rooms, mail and messenger services, food and beverage services, reception coverage, phone-line management, and visitor check-in. The position requires regularly lifting up to 50 pounds.

Requirements

High school diploma or equivalent.
At least three years of experience in office services, preferably in a legal, banking, or large corporate environment.
Experience directing workflow in an organized manner to meet quickly occurring and simultaneous deadlines.
Intermediate computer skills, generally using Microsoft Office.
Familiarity with procedures supporting a service line, such as mail, reprographics, or other administrative support services.
Skill using reprographics equipment, mail, phone and/or digital equipment, and other office hardware or software applicable to the service line.
Customer service skills and excellent, professional verbal and written communication skills to maintain effective working relationships with clients and team members.
Attention to detail, with emphasis on accuracy and quality.
Ability to handle sensitive or confidential documents and information.
Exemplary work ethic and professionalism, including maintaining a professional demeanor and composure in customer service interactions.
Ability to make independent decisions and use problem-solving skills in line with appropriate standards and procedures.
Excellent problem-solving skills and judgment about when to escalate issues to a supervisory level.
Ability to interact effectively with people from diverse and multifunctional backgrounds in a fast-paced team environment.
Self-motivation and a positive, can-do attitude.
Ability to lift up to 50 pounds regularly.

Responsibilities

Coordinate workflow within the team, prioritize jobs, and delegate duties to associates.
Assist the team with large or complex jobs and high-volume activities or administrative support requests.
Ensure the team provides outstanding client service and builds strong customer relationships.
Immediately escalate operational problems or issues to a Lead, Supervisor, or Manager.
Produce required reports on schedule.
Provide job intake services as prescribed by the manager.
Read, interpret, and understand requests received by email, phone, in person, or forms.
Communicate with the manager and client about job or deadline issues.
Conduct and direct quality assurance to maintain efficient workflow and client satisfaction.
Monitor workflow to ensure jobs are completed efficiently, accurately, and within deadlines.
Assess incoming requests and select appropriate equipment or resources for completion.
Ensure the team follows standard operating procedures.
Train new employees on policies and procedures.
Load copiers with paper and toner as needed.
Maintain required logs and reporting documentation.
As requested, set up conference rooms with audio/visual equipment or furniture, provide mail and messenger services, provide food and beverage services, assist with reception coverage, manage multiple phone lines, and check in visitors.
Adhere to Williams Lea and client-site policies.
Use equipment and supplies in a cost-efficient manner.