Records Workflow Coordinator

RR Donnelley•Los Angeles, CA

12d•Onsite

About The Position

The Records Workflow Coordinator is a member of the Williams Lea team delivering exceptional customer service to our clients. Responsibilities include, but are not limited to file and database maintenance, fulfilling client record requests and general office duties as needed. The Records Workflow Coordinator will perform records tasks, as required, with little to no supervision. Additional responsibilities include workflow coordination amongst the Records team, and assignment of special projects, as needed.

Requirements

High school diploma or equivalent required.
Minimum 3 years’ experience preferably in a legal, banking or large corporate environment
General knowledge of records terminology (terms of media, category, standard title) with experience in legal records services, record-keeping, records management and information governance
Skilled in records software programs for legal records services, records management or record-keeping, including strength in alpha-numeric filing formats
Advanced knowledge and understanding of file management and retention procedures
Advanced skill in the use of MS Office software (Word, Excel)
Proven ability to coordinate workflow and use timekeeping or job tracking system
Ability to check work of other team members as part of the established quality assurance (QA) procedure
Ability to coordinate and maintain relationships with external vendors
Ability to work in a fast-paced, team environment, working both independently and collaboratively
Ability to prioritize work, balance projects and meet deadlines in a timely manner
Strong attention to detail with good organizational skills and emphasis on accuracy and quality
Ability to handle sensitive and/or confidential documents and information
Ability to make independent decisions that conform to business needs and policy with little oversight
Ability to troubleshoot more complex or advanced tasks, equipment, or software concerns on own; understands when to escalate a problem to a supervisory level
Excellent verbal and written communication skills, including professional telephone and email etiquette in the face of immediate deadlines and pressure
Must be self-motivated with positive can-do attitude
Proven customer service skills are required to create, maintain and enhance customer relationships
Must be able to interact effectively with multi-functional and diverse backgrounds

Nice To Haves

Higher level education preferred or equivalent work experience

Responsibilities

Coordinate workflow within the team, prioritizing jobs and delegating work requests to associates
Using advanced customer service skills, provide job intake for records services work according to established policies and procedures and client needs
Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines
Locate, retrieve and prepare records files for client requesters or vendors, independently complete records services work tasks according to record and document retention policies, including following up on the proper return, collect, and refiling of records
Conduct and review data entry into records management database
Assist the team in completing large or complex jobs i.e. large numbers and/or complex requests
Direct Quality Assurance process to maintain efficient workflow and assure client satisfaction
Produce required reports on schedule
Train new team members
Utilize appropriate logs and/or tracking software for all assigned work
Communicate and know when to escalate with peers, supervisor or client on job or deadline issues
Help foster a proactive environment of continuous service enhancement and relationship building with the client
Handle sensitive and/or confidential documents and information
Assist peer teams in other service lines, as needed
Complete other tasks and assignments as assigned by management
Professionally interact with clients in person, over the phone or electronically
Adhere to Williams Lea policies in addition to client site policies
Use equipment and supplies in a cost-efficient manner
Be able to lift up to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files