Administrative Workflow Coordinator

Williams Lea by RRD is a global business support services company with a strong legacy—over 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the world—especially within legal, financial, and professional services industries.

We’re a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it’s supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we’re the behind-the-scenes team making everything run smoothly.

The Administrative Workflow Coordinator is an experienced position providing exceptional customer service to our clients by delivering timely and accurate administrative support at an intermediate to advanced level. The role is responsible for assessing, assigning and performing administrative tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters. The Administrative Workflow Coordinator may require the training of team members and is responsible for the day-to-day coordination of workflow within a shift or site.

Monday - Friday, 9am-6pm

(
* denotes an “essential function”)

• Intakes work requests from the client, including clarification of job instructions and negotiation of deadlines with the requester. Seeks alternate solutions to deadline requests, as needed.
• Prioritizes work requests across team and balances multiple projects based on experience and following established guidelines, especially when working with escalated deadlines or issues.
• Acts as a leading definitive resource for all questions relating to administrative support, document processing and quality assurance by the team.
• Identifies and corrects errors in output for any complex administrative tasks, functions, or business documents to ensure quality of return product to requesters.
• Detects formatting and compositional errors in documents; verifies citations are properly formatted, if applicable.
• Performs quality assurance on own work and work of others.
• Demonstrates proper professional expectations for team members when dealing with client requesters and client work requests, including meeting deadlines and delivering high-quality work.
• Responsible for development and delivery of on-going training of new and existing team members in existing processes, as well as new trends or processes for administrative work.
• Facilitates focus and coordination on and between shifts in the production of deliverables to the client to meet or exceed the client’s expectations for quality, timeliness, and service.
• Communicates with manager and/or client on job or deadline issues in a timely and professional manner.
• Assists the Lead, Supervisor or Manager in the execution of administrative tasks and/or other procedures or use of systems across impacted team members.
• Facilitates team’s adherence to company policies (conduct, attire, performance, attendance).
• Works collaboratively, demonstrating open and flexible communication, within and across team members.
• Performs work in administrative support, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed.
• Handles sensitive and/or confidential documents and information appropriately.
• Utilizes appropriate logs and/or tracking software for all administrative support work.
• Ensures that job tickets are properly filled out before beginning work.
• Thoroughly assesses job requests and ensures appropriate completion of job tasks throughout task lifecycle.
• Creates reservations/scheduling (meetings,…