Workflow Coordinator

5 days ago

London, Greater London, United Kingdom Williams Lea Limited Full time
Job Title: Workflow Coordinator

We are seeking a highly organized and detail-oriented Workflow Coordinator to join our team at Williams Lea Limited. As a Workflow Coordinator, you will play a critical role in ensuring the smooth operation of our business processes, providing exceptional client service, and driving process improvements.

Key Responsibilities:
  • Manage client submissions through various channels, including the myPublishing Services Portal, Presentation Services email inbox, and docBANK.
  • Ensure timely and accurate submission of work from clients, capturing all relevant information for each request.
  • Advise and consult clients on best practices for mark-up submission.
  • Act as a key client point of contact, providing exceptional service and support.
  • Estimate production times, agree deadlines, and manage Symphony and workflow to ensure efficient delivery of client work.
  • Clarify job-related queries before delivery to the operational team.
  • Proactively manage deadlines for London and India, obtaining regular updates from Operators and Workflow regarding document progress.
  • Build professional relationships with clients and colleagues to promote a strong working team.
  • Renegotiate deadlines, ensuring clients are communicated with at an appropriate level and frequency.
  • Handle queries relating to documents from clients and Operators, offering solutions to problems.
  • Ensure services and requirements conform to the Service Line Agreement (SLA) for this account.
  • Cover incoming telephone calls to Print Services in the absence of Print staff.
  • Liaise directly with Operators, other Workflow Coordinators, and Shift Managers to give updates on workflow, deadlines, issues, and full handovers.
  • Maintain a productive working atmosphere, promoting teamwork, service excellence, and commitment to daily production and contractual targets.
  • Perform ad-hoc courier requests.
General Tasks:
  • Conduct front desk and workflow activities, as well as operational tasks.
  • Perform ad-hoc random Quality Assurance checking of team's output.
  • Provide feedback on team's operational performance to Shift Manager.
  • Escalate operational training requirements to Shift Manager for inclusion in personal development plans.
  • Discuss operational concerns with Shift Manager to enable formal resolution.
  • Build strong relationships with Regional teams, ensuring daily communication to the India team to determine issues and agree resolutions.
  • Support the Moscow Presentations Operator, where possible.
  • In the absence of Shift Manager, manage and escalate serious or notable issues to the incoming Shift Manager or Operations Manager.
  • Provide shift updates upon Shift Manager's return from leave.
  • In the absence of a Shift Manager or Manager, ensure all sickness calls and leave requests are recorded immediately.
  • Follow departmental procedures as required.
  • Keep the front desk area tidy and clean at all times.
  • Undertake ad-hoc duties as requested by Shift Manager or Management.
Key Skills:
  • Excellent customer service skills with a strong client focus.
  • Extensive knowledge of Word, Excel, and PowerPoint 2007.
  • Ability to estimate DTP and minor Graphics requests.
  • Ability to work under pressure to tight deadlines.
  • Strong service mentality and commitment to service excellence.
  • Empathetic to client pressures and understanding of industry demands.
  • Effective communication skills, both verbal and written.
  • Strong organizational skills.
  • Adaptable and flexible attitude.
  • Ability to work as a team, supporting colleagues in London and overseas.
  • Exposure to a shift environment would be beneficial.
The Package:

Williams Lea Limited offers a comprehensive benefits package, including 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 sacrifice basis. You will also have the opportunity to work for a global employer, dedicated to offering each and every employee an enjoyable, challenging, and rewarding career with future career development prospects.

Williams Lea Limited values the differences that a diverse workforce brings to the organization and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality, and ethnic or national origins), religion or belief, sex, or sexual orientation. It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness, and transparency.

Please note: Due to the high volume of responses received for this role, we will not be able to contact all applicants directly. If you have not heard from us in four weeks, please consider your application unsuccessful.

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