Records 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

Williams Lea is hiring for a Records Workflow Coordinator for our San Francisco office to work Monday to Friday 8:00 am to 5:00 pm!

Pay: $24.70 - $26.00/hour

Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts

The Records Workflow Coordinator is a member of the Williams Lea team delivering exceptional customer service to our clients. Responsibilities include, but are not limited to file and database maintenance, fulfilling client record requests and general office duties as needed.  The Records Workflow Coordinator will perform records tasks, as required, with little to no supervision.  Additional responsibilities include workflow coordination amongst the Records team, and assignment of special projects, as needed

Job duties

• (* denotes an “essential function”)
• *Coordinate workflow within the team, prioritizing jobs and delegating work requests to associates
• *Using advanced customer service skills, provide job intake for records services work according to established policies and procedures and client needs
• *Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines
• *Locate, retrieve and prepare records files for client requesters or vendors, independently complete records services work tasks according to record and document retention policies, including following up on the proper return, collect, and refiling of records
• *Conduct and review data entry into records management database
• *Assist the team in completing large or complex jobs i.e. large numbers and/or complex requests
• *Direct Quality Assurance process to maintain efficient workflow and assure client satisfaction
• *Produce required reports on schedule
• *Train new team members
• *Utilize appropriate logs and/or tracking software for all assigned work
• *Communicate and know when to escalate with peers, supervisor or client on job or deadline issues
• Help foster a proactive environment of continuous service enhancement and relationship building with the client
• Handle sensitive and/or confidential documents and information
• Assist peer teams in other service lines, as needed
• Complete other tasks and assignments as assigned by management
• Professionally interact with clients in person, over the phone or electronically
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner
• Be able to lift up to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files
• May need to travel between Palo Alto and San Francisco

Job qualifications

• Highschool diploma or equivalent required. Higher level education preferred or equivalent work experience
• Minimum 3 years’ experience preferably in a legal, banking or large corporate environment
• General knowledge of records terminology (terms of media, category, standard title) with experience in legal records services, record-keeping, records management and information governance
• Skilled in records software programs for legal records services, records management or record-keeping, including strength in alpha-numeric filing formats
• Advanced knowledge and understanding of file management and retention procedures
• Advanced skill in the use of MS Office software (Word, Excel)
• Proven ability to coordinate workflow and use timekeeping or job tracking system
• Ability to check work of other team members as part of the established quality assurance (QA) procedure
• Ability to coordinate and maintain relationships with external vendors
• Ability to work in a fast-paced, team environment, working both independently and collaboratively
• Ability to prioritize work, balance projects and meet deadlines in a timely manner
• Strong attention to detail with good organizational skills and emphasis on accuracy and quality
• Ability to handle sensitive and/or confidential documents and information
• Ability to make independent decisions that conform to business needs and policy with little oversight
• Ability to troubleshoot more complex or advanced tasks, equipment, or software concerns on own; understands when to escalate a problem to a supervisory level
• Excellent verbal and written communication skills, including professional telephone and email etiquette in the face of immediate deadlines and pressure
• Must be self-motivated with positive can-do attitude
• Proven customer service skills are required to create, maintain and enhance customer relationships
• Must be able to interact effectively with multi-functional and diverse backgrounds

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 (computers, peripherals, copiers, faxes, scanners, bindery equipment, paper cutters, paper, toner) and cleaning supplies
• Must be able to work standing up all or most of the time

Pay: $24.70 - $26.00/hour

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law.

Williams Lea is a drug-free workplace and performs pre--employment substance abuse testing.

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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans