Workflow Coordinator

3 weeks ago

London, United Kingdom Williams Lea Full time

**Workflow Coordinator**

**Salary**: £38,000 plus 27% shift allowance (£48,260 total)

Location: London, EC1A 1HQ

Contract: 12 month Fixed Term Contract, with the possibility of being made Permanent

Shifts: 37.5 hours a week, Tuesday to Friday, 22:00-08:00 with 30 min unpaid break (please note this is a 4 night role)

Work Model: Fully onsite

Interview Process: Onsite PowerPoint/Excel test (up to 3 hours), followed by Microsoft Teams interview

**Williams Lea seeks a Workflow Coordinator to join our team**

Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.

Sound good so far? Then this is the perfect position for you, and you are just the individual that we are looking for

**Purpose of the role**

Responsible for the intake, prioritisation and deadline management of all client submissions submitted through Presentation Services. The role requires the individual to work as part of a team, liaising closely with clients, operators and colleagues to ensure all documents are amended and delivered as agreed.

Responsible for primarily ensuring that a first class service and experience is delivered to the client at all times always taking in to account customer journey and experience as well as Williams Lea contractual SLA’s and Operational requirements.

**Key Responsibilities**
- Manage submission of work from clients ensuring all relevant information is captured and submitted for each request
- Advising/Consulting clients on best practice for mark-up submission
- To act as a key client point of contact
- Estimating production times through a thorough pre-flight, agreeing deadlines and overall Symphony and workflow management and ensuring that all instructions are clear and documented in the work ticket
- Clarifying any job-related queries before delivery to the operational team
- Carefully following the process for off-shoring work to India and ensuring the monthly offshore target is met
- Proactive management of all deadlines for London and India. Obtaining regular updates from Operators (London) and Workflow (India) regarding document progress
- To build professional and working relationship with all clients and colleagues to promote a strong working team
- Renegotiating deadlines. Ensuring the client is communicated to at an appropriate level and frequency
- Handling all queries relating to documents from clients and Operators. Offering clients solutions to problems
- Services and requirements to conform to the Service Line Agreement (SLA) for this account
- To liaise directly with Operators, other Workflow Coordinators and Shift Managers on a regular basis to give updates on workflow, deadlines, issues and full handovers so that the client’s requirements can be effectively managed across shifts

General tasks:

- You will be predominantly required to conduct front desk and workflow as well as utilised in operational activities
- Ad-hoc random Quality Assurance checking of team’s output
- Providing feedback on team’s operational performance to Shift Manager
- Escalating operational training requirements to Shift Manager for inclusion in personal development plans
- Discussing operational concerns with your Shift Manager to enable them to formally resolve
- In absence of Shift Manager, manage and escalate any serious or notable issues to incoming Shift Manager or Operations Manager
- Provide shift updates upon Shift Managers return from leave
- In absence of a Shift Manager or Manager, ensure all sickness calls and leave requests are recorded immediately
- Undertake any ad-hoc duties as requested by Shift Manager or Management

**Key Skills**
- Previous Workflow Coordinator experience essential
- Very good understanding of customer service with excellent client focus
- Must have extensive knowledge of Word, Excel and PowerPoint 2007. A theoretical knowledge of graphics production would be an advantage
- Customer focus must be at the heart of everything you do
- A friendly and helpful approach with both clients and colleagues is a must
- Experience of working in a corporate culture
- Ability to estimate DTP and minor Graphics requests
- Ability to work under pressure to tight deadlines
- Strong service mentality, commitment to service excellence is essential
- Empathetic to client pressures and understanding of industry demands
- Effective communication skills, both verbal and written
- Strong organisational skills
- Adaptable, flexible attitude
- Ability to work as a team, supporting your colleagues in London and overseas
- Exposure to a shift environment would be beneficial

**The Package**

Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay. Additional benefits such as Dental Insurance, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacr

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