Workflow Coordinator

Job duties

• Cook up 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 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.
• Maintain workflow to ensure jobs are completed efficiently, accurately and within deadlines.
• Absorb 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.

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.
• Able 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.
• Able 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.
• Able to interact effectively with multi-functional and diverse backgrounds in a fast-paced, team environment.
• Self-motivated with positive can-do attitude.