Records Workflow Coordinator
Records Workflow Coordinator
Posted on :
10-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
10-04-2025
Job Description
- 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
- Job DescriptionJob Description
Job duties
- * denotes an essential function)
- *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 costefficient 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
Job qualifications
- Highschool diploma or equivalent required. Higher level education preferred or equivalent work experience
- 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 recordkeeping records management and information governance
- Skilled in records software programs for legal records services records management or recordkeeping including strength in alphanumeric 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 fastpaced 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 selfmotivated with positive cando attitude
- Proven customer service skills are required to create maintain and enhance customer relationships
- Must be able to interact effectively with multifunctional and diverse backgrounds
Statement of other duties
- This document describes the major duties responsibilities and authorities of this job and is not intended to be a complete list of all tasks and functions.
Working conditions
- Position operates at sites with maximum of 24/7 operations. Individual shift requirements will vary by site
- Ability to work overtime as needed
- Work is performed in a professional work environment
- Professional attire required
- Hazards include working with office machines (computers peripherals copiers faxes scanners bindery equipment paper cutters paper toner) and cleaning supplies
- Must be able to work standing up all or most of the time
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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