The Workflow Coordinator for Office Services delivers exceptional customer service at front of house for our clients by coordinating office administration workflow in one or more of the following areas: Reception, general office services administration, hospitality, copy, mail services, intake and facilities.
Job duties
- 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, 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.
- 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.
- 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 setting-up 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 check-in.
- Adhere to Williams Lea policies in addition to client site policies.
- Use equipment and supplies in a cost-efficient manner.
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 reception, hospitality, mail and copy services, or other administrative support services
- Front of house & reception focus
- 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 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.
- Must be able to interact effectively with multi-functional and diverse backgrounds in a fastpaced, team environment.
- Must be self-motivated with positive can-do attitude.
- Willing to do Overtime
