What are the responsibilities and job description for the Workflow Specialist position at Coffey Communications?
WORKFLOW SPECIALIST
This position is not remote and the candidate must be located in Walla Walla, WA.
Position Summary:
Serves as master scheduler working in concert with the Project Coordinators to schedule client projects. Assists Project Coordinators in handling the logistics involved in client requests for rescheduling copy-in dates and providing clients with annual production calendars. Schedules internal projects, reports on allocations, and provides analyses of projects post-production.
Essential Job Functions:
Serves as master scheduler working in concert with the Project Coordinators to schedule client projects. Assists Project Coordinators in handling the logistics involved in client requests for rescheduling copy-in dates and providing clients with annual production calendars. Schedules internal projects, reports on allocations, and provides analyses of projects post-production.
Essential Job Functions:
- Is responsible for assigning resources to client and Coffey projects for Publication Services and Digital Services with input from Project Coordinators, the Senior Content Editor, and the Digital & Publication Operations Manager.
- Is responsible for and sits in on daily and weekly team check-in meetings, prioritizing weekly leveling of allocations.
- Reschedules projects and daily assignments, keeping in mind the contracted production period and workflow.
- Serves as one of the primary point persons for Coffey’s project management software, scheduling future projects, and assisting with accurate workload projections.
- Reviews overall workload to assist in balancing out workflow throughout the departments.
- Is responsible for freelancer coordination, assignments and communication, as well as for reviewing/approving freelancer invoices. Reports to the Senior Content Manager, Production Coordinator and the Digital & Publication Operations Manager when additional resources are needed.
- Schedules reviews for Digital Health Library content based on the guidelines set by the editorial team.
- Runs reports on resource allocation, task benchmarks and project timelines to measure, track and monitor individual and departmental performance. Runs reports for billing and makes scheduling adjustments for project efficiencies.
Other Responsibilities:
- Maintains and updates documentation for all departmental processes, policies and procedures in concert with the Digital & Publication Operations Managers.
- Assist with maintaining and posting regular updates to the Coffey Resource Library.
- Maintains list of preferred teams of staff members for designated clients and monitors which freelancers have specific skill sets for projects.
- Stays current on new processes, procedures and software introduced in the departments.
- Creates production calendars for all clients as needed; aims to keep the production flow regular by scheduling dates to fulfill a contract period and the following year’s projected dates.
- Serve as a member of the phone coverage team to answer Coffey’s main phone line and direct calls internally. Provides backup for the front desk duties and other roles within the department as needed.
- Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either orally or in writing.
Education, Experience and Skills:
- Bachelor’s degree in marketing, communications, business, English, journalism, or equivalent related education or experience desired.
- Three years of office experience with customer service and project coordinator responsibilities preferred.
- Highly developed attention to detail and accuracy.
- Ability to conceptualize production improvements and strategize procedures to transform challenges into opportunities.
- Strong desire to meet the needs of others; demonstrates the ability to provide excellent customer service to clients.
- Self-starter with organization skills and the ability to meet deadlines is a must.
- Strong verbal and written communication skills. Excellent listening and interpersonal skills.
- High level of integrity and discretion relating to confidential or sensitive matters.
- Familiarity with a variety of software programs including but not limited to Microsoft Office Suite and Project Insight.
For a summary of our benefits please visit: https://www.coffeycomm.jobs/benefits/
Compensation Range: $20.24 - $27.84/hour
Salary : $20 - $28
