Document Specialist

FBT Gibbons LLP • Newark, NJ

3d • $40 - $50 • Hybrid

About The Position

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve. At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions. We are currently seeking a detail-oriented Document Specialist to provide exceptional document processing support by preparing, formatting, and refining complex legal documents that help drive the success of our attorneys and clients. The ideal candidate is a highly organized and collaborative professional with expert Microsoft Word skills, exceptional attention to detail, and a commitment to producing polished legal documents with precision and efficiency. The schedule for this position is Monday-Friday, 12:00pm – 8:00pm EST.

Requirements

• High school diploma or equivalent.
• 3+ years of word processing experience required.
• Expert level skills in Microsoft Word.
• Proficient in working with Tables of Authorities and Tables of Contents for litigation matters.
• Intermediate level of skills in Microsoft Excel skills.
• Ability to convert documents from PDF to Word.
• Ability to clean up documents after conversion of documents and add auto numbering.
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to concentrate and pay close attention to detail.
• Ability to proofread typed material for contextual, grammatical, typographical, or spelling errors.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow the instruction effectively from a diverse group of clients, attorneys and business professionals and provide information with ordinary courtesy and tact.
• This position exercises a moderate level of discretion and independent judgment and requires the ability to work collaboratively and cooperatively with others in a team-oriented environment.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours and flexibility with hours to cover absences of other Document Specialists.

Nice To Haves

• Knowledge of legal practices at a level normally acquired through formal training or its equivalent is preferred

Responsibilities

• Create, revise and proofread complex legal documents to specifications using advanced word processing skills and software knowledge.
• Create, format and edit Excel documents ranging from basic to advanced levels.
• Create, format and edit PowerPoint presentations, ensuring adherence to firm branding standards.
• Compare documents and track changes using firm-specific software.
• Convert PDF documents into various formats, ensuring updates align with style requirements.
• Type correspondence, reports and other written material from rough drafts, corrected copies, voice recordings, dictation, or previous versions.
• Review completed work for spelling, grammar, punctuation, and formatting accuracy to maintain high-quality standards.
• Electronically sort and compile text and numerical data, retrieving, updating, and merging documents as required.
• Reformat documents and rearrange information as necessary.
• Manage and prioritize workload effectively to meet deadlines. Respond to inquiries regarding status of projects.
• Provide training and support to users for common tasks frequently requested.
• Maintain confidentiality and security of sensitive information.
• Maintain flexibility in scheduling to cover shifts in the absence of other Document Specialists as needed.

Benefits

• health care coverage (medical, dental, and vision)
• life insurance
• short- and long-term disability
• paid parental leave
• employee wellbeing and EAP programs
• paid time off
• 401(k) retirement plan with employer matching and profit-sharing

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED