Reprographics Workflow Coordinator

Job Description

The evening shift Reprographics Workflow Coordinator delivers exceptional client service through the management and execution of print production, reprographics, copy, and office services operations within a global white-shoe law firm. This individual oversees one print production operator in addition to independently managing workflow, prioritizing projects, and ensuring all print and document production requests are completed accurately, efficiently, and within deadline.

This highly visible, client-facing role requires a seasoned print production professional who can work autonomously, maintain strong client relationships, and adapt to evolving office services and hospitality support needs.

Location: Midtown Manhattan, New York, NY

Schedule: 40 hours per week, Monday-Friday 1pm-10pm, with a 1-hour lunch break

Work model: Fully onsite

Job Duties

• Serve as the sole supervisory print production professional, independently managing daily print, copy, reprographics, mail services, and document production operations
• Coordinate and execute high-volume and complex print production requests, ensuring accuracy, quality, and timely delivery
• Assess incoming requests and determine the most effective production methods, equipment, and resources to meet client needs
• Monitor a shared print and mail services inbox, evaluate incoming requests, assess project scope, and determine turnaround times based on project complexity, document size, and production requirements
• Establish realistic timelines for client requests, proactively communicating estimated completion times and negotiating alternative deadlines when necessary to ensure quality and service standards
• Coordinate work between multiple onsite and offsite production resources, leveraging secondary production teams during periods of high volume while maintaining ownership of client deliverables
• Delegate appropriate work assignments to team members, monitor progress, and provide guidance to ensure projects are completed accurately and on schedule
• Support operations across multiple office locations, coordinating the delivery, review, and quality assurance of completed work products with client stakeholders
• Perform end-of-day workflow planning, identifying outstanding requests, setting priorities for the following business day, and ensuring operational readiness prior to closing
• Maintain consistent communication with clients throughout the production lifecycle, providing status updates, managing expectations, and resolving service issues in a professional and solutions-oriented manner
• Build trusted relationships with legal professionals and business stakeholders while maintaining appropriate professional boundaries in a highly visible client-facing environment
• Assess workload capacity and make sound decisions regarding prioritization, resource allocation, and escalation of time-sensitive request
• Monitor and prioritize workflow to successfully manage multiple projects and competing deadlines
• Conduct quality assurance reviews to ensure all deliverables meet client expectations and established standards
• Build and maintain strong relationships with client stakeholders through professional, responsive, and solution-oriented service
• Read, interpret, and fulfill requests received via email, phone, service tickets, and in-person interactions
• Maintain production equipment, including replenishing paper, toner, and supplies, and coordinating service support when needed
• Maintain required logs, operational reports, and workflow documentation
• Produce required reports on schedule
• Communicate proactively with clients and management regarding project status, priorities, deadlines, and potential issues
• Support office services functions including reception, copy, reprographics, print, scanning, food and beverage and mail services as needed
• Demonstrate sound judgment and the ability to resolve issues independently, escalating concerns appropriately when necessary
• Adhere to Williams Lea and client site policies, procedures, and service standards
• Use equipment, materials, and supplies in a cost-effective and efficient manner
• Lift and move paper, boxes, and production materials up to 50 lbs. as required
• Train new employees on policies and procedures

Qualifications

• High school diploma or equivalent
• Minimum of 1-3 years of supervisory experience in print production, reprographics and copy services within a corporate, legal, financial services, or professional services environment
• Strong hands-on experience operating production print and reprographics equipment
• Demonstrated ability to independently manage workflow, prioritize competing requests, and meet tight deadlines with minimal supervision
• Experience handling high-volume print, copy, scanning, binding, finishing, and document production projects
• Demonstrated ability to accurately estimate production times, manage client expectations, and successfully negotiate deadlines when required.
• Experience working within a white-glove service environment supporting attorneys, partners, executives, or other high-profile professional services clients.
• Strong business communication skills, including the ability to compose professional written correspondence and communicate confidently with senior stakeholders.
• Experience coordinating services across multiple locations, teams, or production centers preferred.
• Proven ability to balance independent decision-making with effective delegation and team oversight
• Professional appearance, polished business communication skills, and a concierge-style service mindset with the ability to thrive in a highly visible, white-glove legal environment supporting attorneys, partners, and professional staff
• Strong customer service and relationship-building skills
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Ability to handle confidential and sensitive information
• Proven problem-solving abilities and sound decision-making skills
• Intermediate computer skills and proficiency in Microsoft Office 
• Self-motivated, dependable, and capable of working independently as the sole onsite resource

Preferred Qualifications

• Experience supporting legal, financial, consulting, or other professional services environments
• Experience working in a standalone onsite print center or independently managed office services operation
• Familiarity with mail services, shipping/receiving, and meeting support services
• Previous exposure to hospitality or workplace services functions

Additional Information

The salary range for this role at the noted RRD location is $20.53 - $28.70 / hour. Starting pay decisions are determined based on multiple factors including but not limited to relevant education, qualifications, skills, experience, certifications, proficiency, performance, shift, location, and other business needs. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

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RRD is an Equal Opportunity Employer, including disability/veterans

At RRD, we value innovation, authenticity, and integrity. To uphold the security and fairness of our hiring process, we ask that candidates refrain from using AI tools during interviews to ensure an authentic and secure experience. We appreciate your cooperation as we work to maintain a transparent and equitable hiring process.

All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

Compensation: 20.53 to 28.7 (USD) (HOURLY)