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

Williams Lea is hiring for a Records Workflow Coordinator for our San Francisco office to work Monday to Friday 8:00 am to 5:00 pm!

Pay: $2470 - $26.00/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

The Records Workflow Coordinator is a member of the Williams Lea team delivering exceptional customer service to our clients. Responsibilities include, but are not limited to file and database maintenance, fulfilling client record requests and general office duties as needed. The Records Workflow Coordinator will perform records tasks, as required, with little to no supervision. Additional responsibilities include workflow coordination amongst the Records team, and assignment of special projects, as needed

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

May need to travel between Palo Alto and San Francisco

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

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.

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