Document Specialist
Document Specialist
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Job Description
Role summary/purpose of job
This role presents an opportunity to join our US Document Specialist team based in Raleigh. The US Document Specialists team is part of the Global Centre based in Manchester. The team delivers high quality efficient and comprehensive document production service to our fee earners (lawyers) and other internal clients globally with a focus on excellent customer service and continuous improvement.
Collaborating with a team of document production specialists and creative specialists you will use your advanced skills to support fast accurate and enhanced document production through effective use of the appropriate tools and innovative technology adopted by the firm.
Key responsibilities and deliverables
Document production
Produce all work to the highest standards of accuracy within strict deadlines including:
- Creating formatting and updating a wide range of complex documents reports spreadsheets and presentations adhering to the Freshfields US housestyle and utilizing the appropriate tools to ensure efficiency and accuracy.
- Transcribing audio files accurately and efficiently demonstrating solid typing skills.
- Converting documents across various packages into housestyle using firm templates styles and schemes.
- Accurately interpreting complex fee earner requests and producing documents within the required deadlines seeking clarification when necessary.
- Proofreading and quality checking all work to ensure that completed documents are delivered accurately and to an appropriately high standard. Ensuring all edits have been inserted and make logical and grammatical sense.
- Supporting creative presentation requests in PowerPoint using template guidelines where appropriate.
- Troubleshooting document technical issues including using cleanup software such as DocXTool and perform health checks on documents as required.
- Ensuring own technical skills are maintained and updated including developing extensive knowledge of the firms global and US document templates working with teammates to find answers to questions and researching Litera for more tools and skills.
- Assisting fee earners and other internal clients in realtime by telephone helpline services or email with technical queries in all relevant packages.
- Troubleshooting textual graphic and printing issues across all packages.
- Adhering to working practices for the function including ticket management through Service Now.
- Assisting in nondocument production administration tasks by exception when workloads are high across the whole team/service.
- Demonstrating 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 proofreaders Paralegals printing services.
- Supporting workflow processes including booking work and negotiating deadlines as required and works collaboratively with workflow allocator roles across locations.
Team support and development
- Proactively providing support to other Document Specialists across the global network to ensure that peaks and troughs of demand are managed for efficiency.
- Promoting effective work practices.
- Supporting team quality check processes as well as checking own work.
Key requirements
The hours for this role will be Monday to Friday from either 3:00pm 11:00pm ET or 11:00am ET 7:00pm ET. It is a hybrid role with 3 days/week in the Raleigh office and 2 days/week working remotely.
Must have previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors. Must take initiative in reaching out for support or finding answers within provided guides. Must possess the confidence and motivation to challenge and improve the way that work is done.
Technical Skills:
- Advanced level of skill in all MS Office packages
- Proven problem solving and trouble shooting skills.
- Flexible and proactive approach.
- Committed to personal development.
- Proven experience of leading project teams.
Personal skills and attributes:
- Proven ability to work well in teams and with stakeholders at every level.
- Proven resilience and the ability to remain calm under pressure.
- Effective 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.
- Foreign language speakers are desirable.
For individuals assigned and/or hired to work in New York and California Freshfields is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the States of New York and California and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $60000 to $70000.
EEO Statement
Freshfields US LLP is proud to be an equal employment employer. Our policies and practices will be free from unlawful discrimination based upon race color ethnicity religion creed sex (including pregnancy childbirth or related medical conditions) national origin citizenship immigration status ancestry age marital status protected veteran status military service disability medical condition genetic information sexual orientation gender identity or any basis prohibited under federal state or local law. We strive to promote an atmosphere that encourages equal opportunities and prohibits discriminatory practices including sexual harassment.
Disability Accommodation for Applicants to Freshfields US LLP
Freshfields US LLP is an Equal Employment Opportunity employer and provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system and you need an accommodation due to a disability you may use the alternative email address below to contact us about your interest in employment at or you can send your resume to or you can call us at.
Required Experience:
Unclear Seniority
Employment Type
Full Time
