Document Specialist

Freshfields • Raleigh, NC

1d

About The Position

The Document Specialist role focuses on producing high-quality documents, reports, spreadsheets, and presentations within strict deadlines. This involves creating, formatting, updating, and troubleshooting documents across various software packages, ensuring adherence to house-style and firm templates. The role also includes transcribing audio files, proofreading, and ensuring the accuracy and logical flow of all edits. Document Specialists are expected to support creative presentation requests, maintain and update their technical skills, and assist fee earners with technical queries. Additionally, the role involves supporting workflow processes, collaborating with other functions, and providing support to team members globally to manage workload fluctuations. A proactive approach to meeting client requirements and a commitment to continuous improvement are essential.

Requirements

• Previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors.
• Confidence and motivation to challenge and improve the way that work is done.
• Advanced level of skill in all MS Office packages.
• Proven experience of leading project teams.
• Proven problem-solving and troubleshooting skills.
• Flexible and proactive approach.
• Committed to personal development.
• Proven ability to work well in teams and with stakeholders at every level.
• Proven resilience and the ability to remain calm under pressure.
• Strong communication skills both written and oral.
• An inherent drive for professional and personal development.
• A positive and enthusiastic attitude.
• Proven independence and maturity in decision making.
• Excellent customer service skills.
• Experience of working in an environment with a focus on continuous improvement.

Nice To Haves

• Foreign language speakers are desirable.

Responsibilities

• Produce all work to the highest standards of accuracy within strict deadlines.
• Create, format, and update a wide range of complex documents, reports, spreadsheets, and presentations, adhering to the house-style and utilizing the appropriate tools.
• Transcribe audio files accurately and efficiently.
• Convert documents across various packages into house-style, using firm templates, styles, and schemes.
• Troubleshoot textual, graphic, and printing issues across all packages.
• Accurately interpret complex fee earner briefs and produce documents within the required timescales, seeking clarification when necessary.
• Support creative presentation requests in PowerPoint using template guidelines where appropriate.
• Proofread and quality check all work to ensure accuracy and high standards.
• Ensure all edits have been inserted and make logical and grammatical sense.
• Adhere to working practices for the function.
• Maintain and update technical skills, including developing extensive knowledge of the firm’s global document templates.
• Troubleshoot document technical issues, including using clean-up software such as DocXTool and performing “health checks” on documents.
• Assist fee earners and other internal clients with technical queries in all relevant packages by telephone, proxy services, or email.
• Assist in non-document production administration tasks, by exception, when workloads are high across the whole team/service.
• Demonstrate a proactive approach to ensure fee earners and internal clients’ requirements are met, liaising with other functions to support fee earner requirements where necessary (e.g., Freshfields Hub, Design function).
• Support workflow processes including booking work and negotiating deadlines as required and works collaboratively with workflow coordinator roles across locations.
• Proactively provide support to other Document Specialists across the global network to ensure that peaks and troughs of demand are managed.
• Promote effective work practices.
• Support team quality check processes as well as checking own work.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed