Administrative Workflow Coordinator - Mon - Fri 9am-6pm

Williams Lea is hiring for an Administrative Workflow Coordinator for our New York City office to work Monday to Friday 9:00 am to 6:00 pm!

Pay: $40.50/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 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.

Job qualifications

• High school diploma or equivalent education
• Minimum (4) years or more of administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (2) years or more. Formal education and/or other related training may be considered in lieu of professional experience
• Advanced skills in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills
• Familiar with other software programs for providing administrative support 
• Strong attention to detail; ability to work on multiple projects simultaneously
• Ability to work in a fast-paced, environment while meeting deadlines and completing all projects in a timely manner
• Ability to handle sensitive and/or confidential documents and information
• Ability to make independent decisions that conform to business needs and policy
• Ability to troubleshoot complex or advanced tasks or concerns independently
• Ability to discern when a problem or issue requires escalation to the supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Extensive experience in business terminology, document production formats; skill and efficiency in use of reference resources
• Attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results
• Excellent verbal and written communication and interpersonal skills necessary to communicate questions and/or suggestions to client and other team members in a professional and customer service-oriented manner
• Good judgment and organizational skills with sound decision-making ability and solutions-oriented approach with the ability to ask for and follow directions
• Ability to work both independently and collaboratively as part of a team; self-motivated to ensure own production
• Proficient in the use of equipment/technology/software and hardware necessary to perform job functions
• Self-motivated with a positive attitude
• Proven customer service skills required to create, maintain and enhance customer relationships

Job duties

(* 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 ensure appropriate completion of job tasks throughout task lifecycle.
• *Creates reservations/scheduling (meetings, conference rooms, A/V, hospitality, travel, concierge), docket management, document/email management, proforma review, new matter management.
• *Troubleshoot complex software or hardware problems.
• Helps to foster a proactive environment of continuous service enhancement and relationship building with the client.
• *Answers telephone, emails, and places service calls when needed.
• *Interacts with clients over the phone, via video or electronically.
• Contributes to recommendations for individual development goals, trainings, or performance expectations to Lead, Supervisor or Manager to enhance team skill levels and quality outputs
• Opens client matters and/or performs client conflict checks.
• Adheres to Williams Lea policies in addition to client site policies.
• Uses equipment and supplies in a cost-efficient manner.