Document Specialist

We require a Document Specialist to work for the Partners and Associates.  The role would suit a professional, reliable, efficient and highly organized individual, with excellent communication skills together with a high level of attention to detail and accuracy.  The individual should be comfortable working both independently and as part of a team with excellent MS Word skills.   

Key Responsibilities:
•    Converting and formatting documents from one application to another. 
•    Maintain the firm’s precedent bank to ensure that all documents are maintained in the firm’s house style
•    Use document comparison software, red-lining, and general editing to correct legal documents as directed
•    Produce spreadsheets, charts, graphs, mail merges, tables, presentations, and other documents as requested
•    Recover/restore corrupted document files when needed
•    Complete administrative tasks and assignments as assigned by management.
•    Troubleshooting and stabilizing documents 
•    Transcribe tapes, scan and clean documents, and convert documents to/from different file formats.
•    Utilizing the Document Management System (DMS) to retrieve, deliver, and manage documents
•    Ability to create legal bundles and bibles both in hard copy and electronic format
•    Handling managing and indexing of documents received electronically including import of such document to document management system and disclosure platforms
•    Familiarity with industry standard applications for e-disclosure and document database management
•    Handle sensitive and/or confidential documents and information
•    Communicate with manager and client on job or deadline issues.
•    Proof read and check documents to ensure that they are correct, in line with house style Keep service users updated on the progress of their work
•    Ensure that work is completed within the required timescales
•    Support and help other team members by sharing system knowledge
•    Liaise with lawyers as appropriate in relation to document production
•    Perform other duties as assigned
•    Pick up and manage telephone calls
•    To assist other members of team with administrative/secretarial duties when necessary

Individual requirements:
•    Two years’ previous experience in a law firm
•    Essential Advanced knowledge of MS Word, including formatting documents with Styles, and generating table of contents and table of authorities
•    Accurate typing speed of at least 65 words per minute
•    Ability to strip document formatting and reformat in house style
•    Basic to advanced knowledge in Microsoft Excel and PowerPoint 
•    Ability to work in team environment and as an independent operator
•    Ability to prioritize work to balance multiple deadlines
•    Excellent verbal and written communication skills
•     Excellent communication, organisational and team skills
•      Flexible about service to ensure deadlines are consistently met.