Client Document Specialist, Remote

The role of Client Document Specialist is to provide the internal client with accurate, professional and efficient document production support across the UK, European and International offices. Client Document Specialists must take an active interest in the workload and requirements of each area of the Firm and provide a flexible service to ensure deadlines are consistently met. This role will report to the Client Document Specialist Lead. This is a full-time fully remote role, supporting the 1pm – 9pm shift, Monday to Friday.

You will be responsible for delivering the highest level of service to the internal client:

• Timely responses to enquiries and a quick and accurate turnaround of tasks
• Clear, informative and open two-way communication
• A desire and ability to provide solutions
• Integrity and transparency at all times

Key Tasks and Responsibilities (a broad but not exhaustive list):

• Document Production
• Transcribe, create, rebrand, format and amend emails, correspondence, attendance and meeting notes, documents, reports, billing narratives and mail merges
• Prepare electronic engrossments, to include all ancillary documentation and diagrams
• Create and amend PowerPoint/Visio/Jigsaw presentations, organisational and structure charts, step diagrams and family trees
• Create, format and amend marketing documentation such as team sheets, seminar slides and pitches
• Create, format, hyperlink and edit Excel spreadsheets, pivot charts, graphs and data formulas
• Create, amend, compress, rename, hyperlink, redact and convert pdf documents, bundles, binders and fillable forms
• Electronically date and sign documents
• Prepare comparisons of Word, PowerPoint and Excel documents
• Prepare and protect zipped folders of documents
• Create, format and amend the Firm’s Policy documents, working closely with the Heads of each Business Support and Practice area
• Create, format, amend and rebrand the Firm’s template and precedent library (containing over 40,000 documents)
• Prepare and amend forms using Evo and Lexis Smart Forms
• Enter client and intermediary data into InterAction, ensuring that the necessary proxy access has been granted, creating marketing lists where necessary
• At the direction of the Client Document Specialist Lead, participate in software testing for Innovation and Technology and IT to ensure potential software purchases are rigorously vetted
• Independently and at the direction of the Client Document Executive Lead, participate in any new or refreshed IT training sessions to ensure that all technical skills remain honed
• Ensure documents are formatted in the Firm’s branding and house style and in line with existing systems and procedures
• Proofread and review documents to ensure accuracy and consistency in adhering to the Firm’s house style
• Use available systems and processes to ensure work is prioritised correctly and completed effectively
• Ensure tasks are completed within the required timescales and to the highest standards
• Collaborate with colleagues to break down larger tasks to achieve a quicker turnaround
• Liaise with the internal client and the team, as appropriate, in relation to document production queries
• Build solid relationships with and provide regular updates to service users on the progress of tasks
• Support and help Partners, fee earners and other team members by sharing system and best practice knowledge, ensuring continuous skills development

Other duties and responsibilities

• Trouble-shooting IT issues for fee earners and providing document specialist support on software for users
• Collaborate with CDS colleagues, both proactively and at the request of the Client Document Specialist Lead and Evening Supervisor where applicable
• Completion of a monthly log of jobs undertaken
• Working effectively with other legal and business resource teams as required
• Any other duties as reasonably requested by the Client Document Specialist Lead or the Head of Internal Client Services
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

Personal Specification

A Client Document Executive has a responsibility to ensure their skills set remains fresh and they are familiar with the Firm’s teams, key individuals, clients, internal systems and procedures. This will ensure that the Client Document Specialist is able to carry out their role effectively and, where appropriate, discuss any training requirements with the Client Document Specialist Lead.

The basic skill set to be achieved by each individual Client Document Specialist is as follows:

• Excellent communication and team skills
• Excellent attention to detail
• Flexible and dependable
• Able to demonstrate use of initiative
• Ability to take ownership and responsibility for own work
• Able to remain calm under pressure and work to tight deadlines
• Conscientious, approachable and enthusiastic
• A desire to enhance the skills of self and others
• A strong focus on ensuring the highest levels of service standards is delivered and maintained
• Ability to quickly build confidence, respect and trust with others
• Accurate typing speed of at least 60 words per minute
• Advanced knowledge through Moss accreditation of Microsoft Word, DocXtools, Outlook, Excel, PowerPoint and other systems implemented by the Firm, with an ability to master new technological skills through training, both on the job and through specific sessions
• Experience of using BigHand is essential
• An understanding of Visio and Jigsaw is required
• Knowledge of the capabilities of Adobe Pro
• Understanding of Definely Proof
• Previous experience of working across various Practice Areas in a Law Firm
• Ability to clean document formatting and reformat in the Firm’s house style
• Ability to repair documents independently or with support from CDE colleagues
• Ability to quality check and proofread their own work and that of their colleagues