Workflow Coordinator

How to apply? Fill up the link: ----------

Note: Applications/Messages sent via OLJ will NOT be catered.

JOB DESCRIPTION: Workflow Coordinator

Title: Workflow Coordinator
Service Line: Design PDS (CD)
Reports to: Manager

Position Summary:
The Workflow Coordinator is responsible for managing and monitoring client mailboxes.
Provides support in managing job requests and ensures all requests are completed on time.
The role entails proper job-set up and review, coordination with Designers on job requests and
assignments, and copy clarifications with clients.

Duties & Responsibilities:
• Workflow
• Manage and monitor client mailboxes
• Review job requests from client mailboxes
• Communicate with the client to confirm receipt of the request and for any queries or clarifications
• Send out an estimated production time and deadline to clients within 30 minutes of receiving jobs
• Coordinate and assign job requests to design associates
• Assist tea ---------- mbers in understanding instructions and answering questions or clarifications about requested jobs
• Monitors project progress and workflow across Associates and QA functional teams.
• Ensures milestones and targets are met with respect to project development/project fixes of each team.
• Ensure all documentation is complete and up-to-date for all live and new projects
• Manages client calls and updates regarding delivery and project development
• Raises potential workflow issues to team leads, delivery center manager and/or client
• Ensures associates are on-boarded properly and follow the training schedule.
• Responsible for maintaining the team’s training module up to date, with inputs from the leads of the functional teams
• May support functional teams as needed
• Admin
• Ensure that all documents sent to the clients meet the standards of quality per committed time or deadline
• Have good coordination with clients and internal stakeholders
• Escalate issues with client managers with a sense of urgency
• Ensure accurate record-keeping and follow proper document management
• Supports other administrative functions such as scheduling of calls, management of time-tracking or project management tools, and communication platforms among others
• Maintains all internal metrics and reporting used for both company and client, and ensures reports are updated or submitted on time
• Provides suggestions on operational efficiencies based on reported and analyzed metrics
• Coordinates with corporate services group (eg. HR, IT, Finance) on related processes/issues of the team
• Accomplishes adhoc tasks as required by the manager
• Back-up to the delivery center manager on other administrative tasks

Value-based Competencies:
Time Management
? Can work on multiple tasks simultaneously and balances them well
? Aware of own's progress on assigned tasks, and impact of their completion with other
stakeholders
? Finishes assigned tasks on time
Problem-Solving
? Provides relevant recommendations and solutions to challenges and issues to the
client and to the team
Maturity and Work Ethic
? Shows utmost maturity and ownership to the project at all times
? Acts as balanced professional having correct orientation while talking about existing
issues or difficult questions
? Manages decorum and respect while engaging with the team and the client
? Exemplifies the Company DNA
Job Knowledge
? Manages own projects independently
? Acts as project expert on specific function
? Provides training or reference materials on specific job function
? Acts as point of reference on questions raised by colleagues or clients
? Knowledge scope goes beyond own functional role on a basic level
Process Improvements
? Identifies efficient solutions, provides recommendations, and collaborates with the
respective teams on the execution
Initiative
? Identifies what needs to be done and doing it before being asked or before the
situation requires it.
Project Management
? Takes the lead in initiating, executing and monitoring of progress of projects within
the team
? Coordinates with relevant assignees on progress and issues
? Ensures projects are being completed on time and of good quality
Analytical Thinking
? Displays a good understanding of data, able to synthesize and presents findings or
process in a manner that is clear and relevant to the audience involved
Client Communication
? Timely feedback and clear reporting on issues and progress to the client

Leadership Competencies:
Work Planning, Resource Planning
? Coordinates with other functional team leads on project management
? Estimates timelines and project completion dates
? Collects operational data to be used as guide by functional team leads to manage the
operations of their respective teams
Professional Development
? Attends feedback sessions and proactively provides suggestions for the development
of his own career
? Can serve as a mentor or role model
Decision-Making
? Looks at all possible options, evaluating risks that may arise from these options
? Knows that decisions need to be made in consideration of the benefit of the client
and of the associates
Forward-Thinking
? Anticipates the implications and consequences of situations and takes appropriate
action to be prepared for possible contingencies

Minimum Required Qualifications:
• Candidate must possess at least a Bachelor’s Degree
• At least 4 years work experience where a minimum of 2 years is in project management in a small business unit
• Experience interacting directly with overseas clients via phone and email is preferred
• Proven excellent written and spoken English communications skills
• Proficiency in MS Office, especially MS Excel
• Flexible and able to work on a shifting schedule