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Administrative Service Supervisor

1 month ago

New York, United States Williams Lea Full time

Williams Lea is hiring for an Administrative Workflow Coordinator for our New York City office to work Monday to Friday 9:00 am to 6:00 pm

Pay: $40.50/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 Administrative Workflow Coordinator is an experienced position providing exceptional customer service to our clients by delivering timely and accurate administrative support at an intermediate to advanced level. The role is responsible for assessing, assigning and performing administrative tasks such as document processing, proofreading, expense reports, time entry, calendar and phone management, invoice entry, and opening client matters. The Administrative Workflow Coordinator may require the training of team members and is responsible for the day-to-day coordination of workflow within a shift or site.

Job qualifications

* Bachelor's degree or equivalent experience required
* (2) years of supervisory experience strongly preferred. Minimum of 1 year supervisory or leadership experience required.
* Minimum (4) years or more of administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (3) years or more.
* Advanced skills in the use MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills
* Familiar with other software programs for providing administrative support
* Strong attention to detail; ability to work on multiple projects simultaneously
* Ability to work in a fast-paced, environment while meeting deadlines and completing all projects in a timely manner
* Ability to handle sensitive and/or confidential documents and information
* Ability to make independent decisions that conform to business needs and policy
* Ability to troubleshoot complex or advanced tasks or concerns independently
* Ability to discern when a problem or issue requires escalation to the supervisory level
* Ability to maintain professional composure when working with immediate deadlines
* Ability to work both independently and collaboratively as part of a team
* Extensive experience in business terminology, document production formats; skill and efficiency in use of reference resources
* Attention to detail with emphasis on accuracy and quality; able to coordinate across the team and work on multiple projects simultaneously while ensuring quality results
* Excellent verbal and written communication and interpersonal skills necessary to communicate questions and/or suggestions to client and other team members in a professional and customer service-oriented manner
* Good judgment and organizational skills with sound decision-making ability and solutions-oriented approach with the ability to ask for and follow directions
* Ability to work both independently and collaboratively as part of a team; self-motivated to ensure own production
* Proficient in the use of equipment/technology/software and hardware necessary to perform job functions
* Self-motivated with a positive attitude


* Proven customer service skills required to create, maintain and enhance customer relationships



Job duties

(* denotes an "essential function")

* *Supervise the team's day-to-day work assignments in administrative services, including, but not limited to, answering phone lines, providing customer service, supporting specialized projects using established procedures, standards, and formats to edit, proof, convert, create, transcribe or otherwise complete document production requests and data entry for expenses/time/invoices and other areas as needed; includes supervision of projects and ad hoc requests to ensure efficient, accurate completion within deadlines
* *Ensure quality service delivery through standard operating procedures, alignment with account plan, and achieving agreed-upon metrics and goals to ensure client satisfaction and exceptional employee performance
* *Respond to customer inquiries in a timely and professional manner; keep client and manager informed of significant and potential issues, and communicate proposed solutions or processes that will avoid future or other potential issues; resolve issues escalated by the client to ensure a high level of customer satisfaction
* *Responsible for employee lifecycle including, but not limited to, interviewing and onboarding, training, development planning for key roles, and off-boarding management
* *Ensure team member compliance with company and client policies, service level agreements (SLAs) and expected quality of work, utilize corrective action when necessary
* *Enable team members to perform through setting goals and objectives, identifying priorities, and providing regular and consistent communication using ongoing performance feedback, individual and group meetings
* *Supervise staffing and workflow volumes; use workflow management system to effectively utilize headcount based on work volumes and allocate staffing resources by shift or service line accordingly
* *Execute required administrative reports, activities, processes related to the people and/or production both on time and in accordance with appropriate standards of operation
* *Interacts with clients over the phone, via video or electronically.
* Support manager with P&L activities; understand impact of overtime and time-off to avoid non-billable charges
* May support materials included in monthly Client Service Review (CSR) or Quarterly Business Reviews (QBRs)
* Have a strong knowledge of the client's businesses and the impact of our services
* Foster cross-training and a sense of team work to optimize client service delivery
* May train more junior staff members, as needed
* Adheres to Williams Lea policies in addition to client site policies.
* Uses equipment and supplies in a cost-efficient manner.

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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