Workflow Specialist

WORKFLOW SPECIALIST

This position is not remote and the candidate must be located in

Walla Walla, WA Position Summary:

Serves as the primary scheduler, collaborating with project coordinators to manage client project timelines and logistics. Performs internal scheduling, resource allocation and provides post-production reporting. Advises department managers and facilitates workflow optimization, efficiency and project success.

Essential Job Functions:

Serves as the point person for Coffey's project management system, makes recommendations to managers, and facilitates initiatives for system advancements in optimizing workflow and reporting for key decision making. Assists department managers in ensuring that staff members are working to capacity, that work is completed on schedule and on budget Is responsible for assigning resources to clients and Coffey projects for Publication Services and Digital Services with input from project coordinators and departmental managers. Prepares reporting for team check-in meetings, prioritizing daily and weekly leveling of allocations. Reschedules projects and assignments, schedules future projects and conducts workload projections, while keeping in mind the client obligations and deadlines. Is responsible for freelancer coordination, assignments and communication, as well as for reviewing/approving freelancer invoices. Reports to the Director of AI Strategy & Content and the Digital & Publication Operations Director when additional resources are needed. 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. Reviews overall workload and collaborates with project coordinators to assist in balancing workflow throughout the departments.

Other Responsibilities:

Schedules reviews for digital Health Library content based on the guidelines set by the editorial team. 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. 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. Strong verbal and written communication skills. Excellent listening and interpersonal skills. Self-starter with organization skills and the ability to meet deadlines is a must. 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.

Benefits Summary:

Paid time off (PTO) Holidays Health insurance (medical/dental/vision) Health savings account Life and long-term care insurance Identity theft protection Retirement plan + matching Wellness benefits For a full list of our benefits, please visit our website: https://www.coffeycomm.jobs/benefits/

Compensation Range:

$23.00 - $28.34 / hour