Document Specialist

Torys LLP • Toronto, ON

59d • Remote

About The Position

The Document Specialist is responsible for providing firm-wide document production support at an advanced to expert level using Microsoft Office products, department-specific software, and other tools to complete work requests, such as revisions, comparisons, formatting, proofing, document conversions, troubleshooting, and document stabilization.

Requirements

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration (or equivalent experience) is required.
• 5+ years’ related experience, preferably within a legal professional services firm.
• Expert in MS Office product suite.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Good working knowledge of legal terms, documents, and procedures including exceptional attention to detail and proofing abilities.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Seeks to improve and grow their knowledge. Looks for and suggests improvement of processes and is open to new processes and adequately evaluates them.
• Proactive and takes initiative, while knowing when to question and when to simply proceed. Knows who to get involved when problems arise, or decisions need to be made.
• Collaborates well with others, offers support and assistance, and seeks same as needed. Demonstrates respect and maintains equanimity in difficult or challenging situations.
• Gets involved with projects and participates in managing the whole or their assigned parts.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

Nice To Haves

• MOS Certification would be an asset but is not required.
• VBA programming knowledge would be an asset but is not required.

Responsibilities

• Manage and respond to document production requests, communicating expectations to complete the work in an efficient, accurate and timely manner, this includes managing requests with restricted access.
• Provide document processing services for requests received via the request management service that may take the form of email instructions, markups, notes, digital dictation, or voicemail; proofread and a quality-check of the work for appropriate formatting, spelling, and clarity (excluding legal language).
• Create or edit various documents of different file types, through copy-typing, transcription, scanning, converting, or other methods. The work includes integrating markups; use and management of tracked changes and comments; formatting; cleaning and stabilization of documents; cross-referencing; managing references; indexing; creating tables, graphs, charts, and objects; performing mail merges; making a fillable document form; adding or removing security features from a document; and splitting or combining documents.
• Troubleshoot documents (including up to an advanced technical level) to identify and fix issues preventing proper use.
• Convert and format various file types to different file types (e.g., Word, Excel, PDF), ensuring the converted content is legible, complete, and formatted as requested.
• Prepare blacklines of documents, workbooks, PDFs, or presentations and troubleshoot to obtain the most useful result using the most efficient programs, processes, and formatting strategies.
• Create or edit PDFs from various source documents or websites; revise PDFs; create links or hyperlinks; create table of contents; reduce the file size; add or remove security features; make a PDF form fillable; compile, combine, or split PDFs.
• Prepare or edit presentations, charts, workflows or timelines in PowerPoint or Visio.
• Create or edit Excel workbooks from various source documents, including entering and editing data; revising workbooks or worksheets; creating, editing, and troubleshooting formulas and formatting; formatting worksheets and workbooks for optimal viewing or printing; and preparing and revising pivot tables.
• Manage documents on or send documents from the document management system or ShareFile as needed. This includes uploading documents or versions, managing document properties, and searching for documents.
• Provide Litigation Trial support, such as preparing or revising trial documents according to standards, needs, and instructions.
• Assist with Corporate Data Room Index Updates, Marketing Quarterly presentation table/chart production, and administrative work as needed.
• Liaise and work closely with Legal Practice Assistants, and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. This includes organizing printing, scanning and delivery support, and redirecting incoming faxes.
• Work cooperatively with others in the team to schedule vacation, breaks, lunches, and absenteeism time to ensure the firm is well supported.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Participate in projects and initiatives as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees