Workflow Specialist

Summary

The Workflow Specialist drives business operations forward by effectively managing internal workflow processes to help to avoid confusion, duplication, and errors, as well as to optimize the use of resources and time. This individual must have a keen understanding of Monday.com, which is our internal project management system. A highly professional tone is both expected and required, including calm, effective, and tactful communication with internal customers. Duties vary in scope, requiring significant judgment to successfully accomplish tasks with limited direct supervision. This position is based in the corporate office but may require driving to other company locations from time to time.

Job Responsibilities (responsibilities may include but are not limited to the following)

● Under guidance from department heads, define workflow processes by identifying the steps, dependencies, roles, and outputs of each task

● Build workflow processes into Monday.com and advise on ways to ensure smooth workflow on all projects

● Ensure that all tasks have a clearly defined owner

● Leverage the benefits of workflow notifications to automate task assignments and reminders

● Communicate and collaborate with the team members and stakeholders, providing them with clear instructions, feedback, and support

● Monitor and track the progress and performance of the resources, and make adjustments as needed

● Investigate and advise on ways to release bottlenecks to keep work flowing through the routing process

● Create a change management process that defines how to request, approve, document, and communicate changes to a workflow

● Update and inform team members and stakeholders about workflow changes, and provide them with the necessary training and support

● Manage the relationship with our project management software company to ensure timely and complete resolution of technical issues

● Work with HR to set up, maintain, and terminate the accounts, user rights, and system access for future, current, and former employees

● Stay up to date with new technologies, products, and trends, and make recommendations on upgrades

● Perform other duties as assigned

Performance Objectives (objectives include but are not limited to the following)

● The 7 Core Values established by Crawford Hoying to maintain its desired culture

● High-quality customer service and personal interactions at all times

● Patience when interacting with team members of various skill levels and experience

● Prompt response times, professionalism, and setting clear expectations when communicating

● A willingness to take on projects and learn a variety of concepts, practices, and procedures

Preferred Knowledge, Skills, Education, and Experience

● 2-3 years of expertise with project management software, ideally Monday.com

● Associate’s or bachelor’s degree in operations or project management or equivalent experience

● Exceptional customer service skills and an ability to develop a rapport with coworkers

● Excellent project management skills, including planning, organizing, and coordinating tasks

● Ability to respond to inquiries quickly, professionally, and tactfully

● Excellent written and verbal communication skills

● Strong analytical, organizational, problem-solving, and multitasking skills

● Expertise with Google Workspace, Microsoft Office, Dropbox, and the Adobe Suite of software

● Self-starter mindset and an ability to handle multiple tasks and deadlines with minimal supervision

● Valid driver’s license

Work Environment

The Workflow Specialist works at the corporate office and interfaces with internal customers throughout the day. Occasionally, this individual may need to travel to other company properties during the workday. The hours for this position are typically 8:00 am to 5:00 pm, Monday through Friday. The Workflow Specialist must be available to work extra hours when important projects present themselves. The Workflow Specialist should be flexible and readily available depending on the needs of the company.

Physical Requirements

The Workflow Specialist’s physical condition must be sufficient for the consistent and successful completion of the responsibilities defined for this position. This position frequently requires standing, walking, sitting, reaching with hands and arms, and lifting up to twenty-five pounds. The Workflow Specialist must be able to drive during the course of work.