Job qualifications
- High school diploma or equivalent.
- Minimum of 3 years’ experience in office services preferably in a legal, banking or large corporate environment.
- Experience leading employees in areas of process and policy adherence, and time and absence tracking.
- Experience curating workflow in an organized manner to meet deadlines occurring quickly and simultaneously.
- Intermediate computer skills required, generally using Microsoft Office.
- Familiar with procedures, software and equipment supporting applicable to service lines.
- Ability to cultivate and maintain effective working relationships with clients and team members through excellent, professional verbal and written communication skills.
- Attention to detail with emphasis on accuracy and quality.
- Ability to handle sensitive and/or confidential documents and information.
- Capable of demonstrating exemplary work ethics and professionalism at all times; maintains professional demeanor and composure at all customer service interactions.
- Ability to make independent decisions and use problem-solving skills and in line with appropriate standards/procedures.
- Excellent problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level.
- Must be able to interact effectively with multi-functional and diverse backgrounds in a fast-paced, team environment.
- Must be self-motivated with positive can-do attitude.
Supervision
- Number and title(s) of direct reports (if any): This position may work at a location with no on-site manager and have one direct report, or work at a location with an on-site manager and have 7 or less direct reports. Direct reports may include Office Services Associate, Sr. Office Services Associate and Office Services Workflow Coordinator
- Received: Supervisor, Manager, Director
Job relationships
- Internal: This position works closely with the Office Services team
- External: Clients
Job duties
(* denotes an “essential function”)
- *Conduct time and absence for direct reports, including ensuring system accuracy and compliance with timekeeping policies and procedures
- *Communicate with direct reports, manager and client on job or deadline issues.
- *Immediately escalate operational problems or issues to Supervisor or Manager.
- *Handle client concerns and be able to problem-solve resolutions in accordance with policies and procedures.
- *Intake jobs by being able to interpret and understand all manners of client request, and coordinate workflow within the team, prioritizing jobs and delegating duties to associates.
- *Ensure team provides outstanding service to client, while building strong customer relationships.
- *Produce required reports on schedule.
- *Assist the team in completing large or more complex jobs (i.e. large numbers of requests or high volumes of incoming/outgoing activities, expansive administrative support requests)
- *Conduct and oversee quality assurance process to maintain efficient workflow and assure client satisfaction.
- *Monitor workflow to ensure jobs are completed efficiently, accurately and within deadlines.
- *Assess incoming requests selecting the best equipment and/or resources for successful completion
- *Make sure team follows standard operating procedures.
- *Train new employees on policies and procedures.
- Load copiers with paper and toner as needed.
- Maintain all logs and reporting documentation as required.
- Additional duties may include client or manager requests, such as setting-up conference rooms with audio/visual equipment and/or furniture configuration, mail and messenger services, food and beverage services, assist with reception coverage, manage multiple phone lines and/or visitor check-in, support large or complex projects, immediate client requests, etc.
- Must be able to lift up to 50 lbs. on a regular basis.
- Adhere to Williams Lea policies in addition to client site policies.
- Use equipment and supplies in a cost-efficient manner.
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 (copiers, faxes, scanners, bindery equipment, paper cutters) and cleaning supplies and toner.
- Must be able to work standing up all or most of the time.
Physical/sensory requirements & environmental settings
Key to frequency codes:
R = Rarely (less than 0.5 hours per day) C = Continually (5.6 - 8.0 hours per day)
O = Occasionally (0.6 - 2.5 hours per day) N/A = Not Applicable
F = Frequently (2.6 - 5.5 hours per day)
Enter a frequency code in each space Indicated:
Physical requirements:
Sitting: R
Stationary standing: F
Walking: F
Ability to be mobile: F
Crouching: O
Kneeling/crawling: O
Stooping: O
Twisting: O
Turning/pivoting: O
Climbing: R
Balancing: R
Reaching overhead: O
Grasping: F
Keyboarding: F
Pinching: F
Pushing: F
Lifting: F
Typical weight:
5 lbs.
Typical weight:
5 lbs.
Maximum weight:
50 lbs.
Maximum weight:
50 lbs.
Other physical:
Sensory requirements:
Talking in person: F
Talking on the phone: F
Hearing in person: F
Hearing on the phone: F
Other sensory:
Environmental settings:
Safety (e.g., clothing, safety equipment):
N/A
Exposures (e.g., fumes, chemicals, vibrations, humidity, temperature, dust, noise, etc.):
Copier Noise
Operation of heavy equipment, tools, vehicles, etc.:
Paper cutter, toner, bindery equipment
Required hygiene standards (e.g., food handling, contaminated and/or sterile equipment):
N/A
Other environmental:
N/A
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.
