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Office Services Workflow Coordinator

Expired Job

Williams Lea Palo Alto , CA 94306

Posted 3 months ago

Position summary

The Office Services Workflow Coordinator is a member of the on-site Williams Lea Tag team delivering exceptional customer service at our client locations. Responsibilities include workflow coordination in one or more of the following areas: mail distribution, copy services, intake, hospitality, conference room set-up, reception assistance and other general office services duties as needed.

Job duties

(* denotes an "essential function")

  • *Coordinate workflow within the team, prioritizing jobs and delegating duties to associates.

  • Assist the team in completing large jobs i.e. large numbers of reprographics requests, or high volumes of incoming/ outgoing mail packages

  • *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 print request emails and forms.

  • *Communicate with manager and client on job or deadline issues.

  • *Direct Quality Assurance process to maintain efficient workflow and assure client satisfaction.

  • *Monitor work flow to ensure jobs are completed efficiently, accurately and within deadlines.

  • *Assess incoming requests selecting the best equipment and resources for successful completion, and load copiers with paper and toner as needed.

  • *Make sure that team is following standard operating procedures at all times.

  • *Train new employees on policies and procedures.

  • Handle sensitive and/or confidential documents and information.

  • Maintain all logs and reporting documentation as required.

  • Additional duties as required by client and manager, including but not limited to set-up conference rooms including audio/visual equipment, furniture configuration, fax and messenger services and food/beverages as needed; assist with reception coverage, including managing multiple phone lines and visitor check-in.

  • Must be able to lift up to 50 lbs. on a regular basis.


Job qualifications

  • High school diploma or equivalent experience.

  • Minimum of three years office service office services experience preferably in a legal, banking or large corporate environment.

  • Experience directing workflow.

  • Skilled in the use of fax, mail, phone & and/or digital reprographics equipment.

  • Familiar with general fax, mail and reprographics procedures

  • Ability to handle sensitive and/or confidential documents and information.

  • Ability to make independent decisions and use problem-solving skills.

  • Capable of demonstrating exemplary work ethics and professionalism at all times.

  • Ability to work in a fast-paced team environment.

  • Attention to detail with emphasis on accuracy and quality.

  • Ability to prioritize work to balance multiple projects and deadlines.

  • Ability to cultivate and maintain effective working relationships with client, team members, manager and others through excellent verbal and written communication skills.

  • Exceptional customer service skills.

  • Intermediate computer skills required.

  • Must have good organizational skills.

  • Professional telephone demeanor.

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Office Services Workflow Coordinator

Expired Job

Williams Lea