Records Workflow Coordinator - Mon - Fri 8am-5pm

Williams Lea is hiring for a Records Workflow Coordinator for our New York City office to work Monday to Friday, 8:00 am to 5:00 pm!

Pay: 24.00 - $28.00/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

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

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

Statement of other duties

• This document describes the major duties, responsibilities, and authorities of this job, and is not intended to be a complete list of all tasks and functions.

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

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

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.
#piq