Reprographics Workflow Coordinator

RR Donnelley•New York, NY

1d•Onsite

About The Position

The evening-shift Reprographics Workflow Coordinator manages and executes print production, reprographics, copy, and office services operations at a global law firm. This client-facing role oversees one print production operator while independently managing workflow, prioritizing projects, and ensuring print and document production requests are accurate, efficient, and completed on time. The coordinator works autonomously, maintains strong client relationships, and adapts to office services and hospitality support needs. The role is fully onsite in Midtown Manhattan and operates Monday through Friday, 1 p.m. to 10 p.m., with a one-hour lunch break, for 40 hours per week. The coordinator serves as the primary supervisory print production professional, coordinates resources across office locations, communicates with clients throughout the production lifecycle, and supports related office services as needed.

Requirements

High school diploma or equivalent.
One to three years of supervisory experience in print production, reprographics, and copy services within a corporate, legal, financial services, or professional services environment.
Strong hands-on experience operating production print and reprographics equipment.
Ability to independently manage workflow, prioritize competing requests, and meet tight deadlines with minimal supervision.
Experience with high-volume print, copy, scanning, binding, finishing, and document production projects.
Ability to estimate production times accurately, manage client expectations, and negotiate deadlines when needed.
Experience providing white-glove service to attorneys, partners, executives, or other high-profile professional-services clients.
Strong business communication skills, including professional written correspondence and confident communication with senior stakeholders.
Ability to balance independent decision-making with effective delegation and team oversight.
Professional appearance, polished business communication, and a concierge-style service mindset.
Strong customer service and relationship-building skills.
Excellent verbal and written communication skills.
Strong organizational skills and attention to detail.
Ability to handle confidential and sensitive information.
Problem-solving ability and sound decision-making skills.
Intermediate computer skills and proficiency in Microsoft Office.
Self-motivated, dependable, and capable of working independently as the sole onsite resource.

Nice To Haves

Experience coordinating services across multiple locations, teams, or production centers.
Experience supporting legal, financial, consulting, or other professional services environments.
Experience working in a standalone onsite print center or independently managed office services operation.
Familiarity with mail services, shipping and receiving, and meeting support services.
Previous exposure to hospitality or workplace services functions.

Responsibilities

Independently manage daily print, copy, reprographics, mail services, and document production operations as the sole supervisory print production professional.
Coordinate and execute high-volume and complex print production requests, ensuring accuracy, quality, and timely delivery.
Assess incoming requests and select effective production methods, equipment, and resources.
Monitor the shared print and mail services inbox, evaluate project scope, and determine turnaround times based on complexity, document size, and production requirements.
Set realistic timelines, communicate estimated completion times, and negotiate alternative deadlines when needed to maintain quality and service standards.
Coordinate onsite and offsite production resources, using secondary production teams during high-volume periods while retaining ownership of client deliverables.
Delegate assignments, monitor progress, and guide team members to ensure work is accurate and on schedule.
Support operations across multiple office locations, coordinating delivery, review, and quality assurance of completed work with client stakeholders.
Plan end-of-day workflow by identifying outstanding requests, setting priorities for the following business day, and ensuring readiness before closing.
Communicate with clients throughout production, provide status updates, manage expectations, and resolve service issues professionally.
Build trusted relationships with legal professionals and business stakeholders while maintaining appropriate professional boundaries.
Assess workload capacity and make decisions about prioritization, resource allocation, and escalation of time-sensitive requests.
Monitor and prioritize multiple projects and competing deadlines.
Conduct quality assurance reviews to ensure deliverables meet client expectations and established standards.
Read, interpret, and fulfill requests received by email, phone, service ticket, and in-person interaction.
Maintain production equipment by replenishing paper, toner, and supplies and coordinating service support when needed.
Maintain logs, operational reports, and workflow documentation, and produce required reports on schedule.
Communicate proactively with clients and management about project status, priorities, deadlines, and potential issues.
Support reception, copy, reprographics, print, scanning, food and beverage, and mail services as needed.
Resolve issues independently when appropriate and escalate concerns as necessary.
Follow Williams Lea and client-site policies, procedures, and service standards.
Use equipment, materials, and supplies cost-effectively and efficiently.
Lift and move paper, boxes, and production materials weighing up to 50 pounds as required.
Train new employees on policies and procedures.

Benefits

Medical coverage
Dental coverage
Vision coverage
Paid time off
Disability insurance
401(k) with company match
Life insurance
Voluntary supplemental insurance coverages
Parental leave
Adoption assistance
Tuition assistance
Employer and partner discounts
Potential overtime, shift differential, call-in, and/or stand-by pay, depending on the role