Office Service Workflow Coordinator
Office Service Workflow Coordinator
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Salary Not Disclosed
1 Vacancy
Job Description
Job qualifications
- 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 problemsolving skills and in line with appropriate standards/procedures.
- Excellent problemsolving skills with the ability and understanding of when to escalate a problem to a supervisory level.
- Must be able to interact effectively with multifunctional and diverse backgrounds in a fastpaced team environment.
- Must be selfmotivated with positive cando attitude.
Supervision
- Number and title(s) of direct reports (if any): n/a
- Received: Lead Office Services Associate Supervisor Manager Director
Job relationships
- Internal: This position works closely with the Office Services team
- External: Clients
Job duties
* denotes an essential function)
- *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 inperson 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.
- Additional duties may include client or manager requests such as settingup conference rooms with audio/visual equipment and/or furniture configuration mail and messenger services food and beverage services assist with reception coverage manage multiple phone lines and/or visitor checkin.
- Must be able to lift up to 50 lbs. on a regular basis.
- Adhere to Williams Lea policies in addition to client site policies.
- Use equipment and supplies in a costefficient manner.
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 (copiers faxes scanners bindery equipment paper cutters) and cleaning supplies and toner.
- Must be able to work standing up all or most of the time.
Physical/sensory requirements & environmental settings
Key to frequency codes:
R Rarely (less than 0.5 hours per day) C Continually 5.6 8.0 hours per day)
O Occasionally 0.6 2.5 hours per day) N/A Not Applicable
F Frequently 2.6 5.5 hours per day)
Enter a frequency code in each space Indicated:
Physical requirements:
Sitting: R
Stationary standing: F
Walking: F
Ability to be mobile: F
Crouching: O
Kneeling/crawling: O
Stooping: O
Twisting: O
Turning/pivoting: O
Climbing: R
Balancing: R
Reaching overhead: O
Grasping: F
Keyboarding: F
Pinching: F
Pushing: F
Lifting: F
Typical weight:
5 lbs.
Typical weight:
5 lbs.
Maximum weight:
50 lbs.
Maximum weight:
50 lbs.
Other physical:
Sensory requirements:
Talking in person: F
Talking on the phone: F
Hearing in person: F
Hearing on the phone: F
Other sensory:
Environmental settings:
Safety (e.g. clothing safety equipment):
N/A
Exposures (e.g. fumes chemicals vibrations humidity temperature dust noise etc.:
Copier Noise
Operation of heavy equipment tools vehicles etc.:
Paper cutter toner bindery equipment
Required hygiene standards (e.g. food handling contaminated and/or sterile equipment):
N/A
Other environmental:
N/A
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.
Required Experience:
IC
Employment Type
Full-Time
