Document Workflow Coordinator and Technician

You'll Be Responsible For

• Workflow Coordination and Management: Manage the document production workflow, including estimating, negotiating deadlines, logging, scheduling, and distributing tasks based on skill, availability, and urgency. Ensure team coverage and escalate issues to the NDSM as necessary.
• Quality Assurance and Process Optimisation: Oversee quality control checks on documents. Refine processes to increase efficiency, reduce errors, and identify bottlenecks. Use systems to report on workflow efficiency and quality metrics.
• Provide proactive and professional document support for all practice groups, including audio/digital dictation typing, copy typing, amending/formatting large and complex documents, producing comparisons, PDF conversions, and House Styling documents. Prepare diagrams, slides, spreadsheets, and other ad hoc requests as needed.
• Stakeholder Communication and Project Coordination: Serve as the main contact for the Document Services team, project managers, clients, and stakeholders. Plan document-related aspects of projects to align with timelines and requirements.
• Compliance, Training, and Support: Ensure compliance with industry standards and legal regulations. Train and support staff in workflow protocols and best practices. Promote the use of document production tools and software.

• High Attention to Detail: Take responsibility for producing, checking your own work for accuracy of typing, layout, consistency of format and quality, and returning documents in accordance with corporate standards and service SLAs.
• Legal House Styling: Format large documents (produced in-house and externally) during the negotiation of a transaction. Coordinate changes made to those documents by the legal team and client teams, ensuring consistency throughout the transaction.
• Business Development: Produce bids, flyers, legal updates, booklets, and team sheets while maintaining brand standards, consistency of message, design, and promoting regulatory compliance across all BAU materials with guidance from the Brand and Marketing team.
• Creative: Interpret briefs submitted by stakeholders or the Brand and Marketing team; lay out, create, or amend maps, graphs, charts, tables, imagery, lawyer photography, and promote visual identity best practices.

Skills and Experience

• Advanced document production skills, including accurate typing, spelling, grammar, proofreading, and clear business correspondence. Proficiency in Word, PowerPoint, Excel, PDF software, automatic numbering, house styles, document management systems, Outlook, and Visio (desirable). Understanding of print/production processes and brand/visual identity best practices (desirable).
• Excellent communication and grammar skills, with attention to detail, ideally gained in a legal environment. Strong interpersonal skills and a friendly manner.
• Ability to meet tight deadlines while managing high volumes of work. Capability to develop self and share knowledge with the team. Ability to work independently in a home-based role. Business awareness with a proactive, client-focused approach. Team player with flexibility and adaptability. Strong adherence to detailed processes and service delivery.

Benefits