Office Services Workflow Coordinator

RR Donnelley•Houston, TX

22h•Onsite

About The Position

The Workflow Coordinator for Office Services delivers exceptional customer service for clients by coordinating workflow in one or more of the following areas: reprographics (copy) and mail services in both physical and digital environments, intake, hospitality, facilities, audio/visual, and reception. This role also supports other Williams Lea service lines as needed, including but not limited to expense processing, accounts payable, or other back-office (administrative, virtual or shared) services. Key responsibilities include coordinating workflow within the team, prioritizing jobs, delegating duties, assisting with complex tasks, ensuring outstanding client service, and escalating operational problems. The coordinator is also responsible for producing reports, providing job intake services, communicating with managers and clients regarding job or deadline issues, conducting quality assurance, monitoring workflow for efficiency and accuracy, assessing incoming requests for appropriate equipment and resources, ensuring adherence to standard operating procedures, and training new employees. Additional duties may involve setting up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assisting with reception coverage, and managing multiple phone lines and/or visitor check-in.

Requirements

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

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 escalate 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
Set-up conference rooms with audio/visual equipment and/or furniture configuration
Perform mail and messenger services
Provide food and beverage services
Assist with reception coverage, manage multiple phone lines and/or visitor check-in
Adhere to Williams Lea policies in addition to client site policies
Use equipment and supplies in a cost-efficient manner