Hospitality Workflow Coordinator

RR Donnelley•Chicago, IL

13d•Onsite

About The Position

The Workflow Coordinator for Office Services delivers customer service by coordinating workflow across one or more service areas, including reprographics, mail services in physical and digital environments, intake, hospitality, facilities, audio/visual, and reception. The coordinator may also support other Williams Lea service lines, such as expense processing, accounts payable, and other administrative, virtual, or shared back-office services. The role involves prioritizing and delegating work, helping complete large or complex jobs, monitoring quality and deadlines, communicating with clients and managers, and ensuring the team follows standard procedures. Additional duties may include conference-room setup, 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 and following both Williams Lea and client-site policies. The schedule is Monday through Friday, 7:30 a.m. to 4:30 p.m. The hourly salary range is $17.88–$24.28. Offers are contingent on successful completion of a pre-employment background check and drug screen.

Requirements

High school diploma or equivalent.
At least three years of office-services experience.
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 mail, reprographics, or other administrative support services.
Skill using reprographics equipment, mail, phone or digital equipment, and other applicable office hardware or software.
Excellent professional verbal and written communication skills for effective working relationships with clients and team members.
Attention to detail, with an emphasis on accuracy and quality.
Ability to handle sensitive or confidential documents and information.
Exemplary work ethic and professionalism, including maintaining composure during customer-service interactions.
Ability to make independent decisions and use problem-solving skills in line with applicable standards and procedures.
Excellent problem-solving skills and judgment about when to escalate issues to a supervisor.
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 regularly lift up to 50 pounds.

Nice To Haves

Office-services experience in a legal, banking, or large corporate environment.

Responsibilities

Coordinate team workflow, prioritize jobs, and delegate duties to associates.
Assist the team with large or complex jobs and high-volume activities.
Ensure the team provides outstanding client service and build 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 on 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.
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 needed, 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 cost-efficiently.