Document Production and Workplace Specialist

Weekend Document Production & Workflow Specialist

Location: Newcastle / Predominantly Remote

Working Hours: Saturday & Sunday, 6pm – 2am, Permanent

About the Firm

Our client is one of the world’s largest and most prestigious international law firms.

With a strong focus on collaboration, innovation and delivering an exceptional client experience, the firm offers an inclusive and supportive working environment where employees are encouraged to develop their skills and build long-term careers.

The Role

We are currently recruiting for a Weekend Document Production & Workflow Specialist to join the firm's Global Business Services (GBS) Document Production team.

Working as part of the evening weekend shift, you will provide a high-quality, professional document production and workflow service to Partners and fee earners across the firm's global offices.

This is a varied role combining document production, workflow coordination, administration and client service, with responsibility for ensuring work is completed accurately, efficiently and within agreed deadlines.

Due to the nature of the role, it can be performed predominantly remotely, with an expectation to attend the firm's Newcastle office as and when required by the business.

Please note: the working hours for this position are Saturday and Sunday, 6pm – 2am. This is a full-time position and is not available on a freelance basis.

Key Responsibilities

Document Production & Workflow

• Producing high-quality legal and non-legal documentation using Microsoft Word, PowerPoint, Excel and Adobe PDF.
• Working from firm templates and tailoring documents to meet specific client and fee earner requirements.
• Completing document health checks, document cleaning and document conversions.
• Producing graphics, charts, offering circulars, legal review reports, client briefings and technical bulletins.
• Preparing mail merges and emailers.
• Completing cross-reference checks, revisions, amendments and comparisons/blacklining.
• Undertaking copy and audio typing where required.
• Prioritising work according to agreed deadlines and requirements.
• Ensuring all work is completed accurately and to the required professional standards.
• Using the firm's document management system, iManage, to retrieve and return documents.
• Producing high-quality tasks and allocating work to Document Production Specialists where required.

Workflow & Administration

• Coordinating workflow and ensuring requests are accurately logged and maintained within ServiceNow (SNOW).
• Managing deadlines, estimations, time recording and document security requirements.
• Acting as a first point of contact for workflow and document production queries during the weekend shift.
• Resolving queries where possible and escalating more complex issues to the appropriate management team.
• Ensuring best-practice procedures are consistently followed.
• Maintaining accurate information across SNOW and relevant spreadsheets/databases.
• Providing first-level troubleshooting and applying software knowledge to resolve issues.

Global Team Support

• Working collaboratively with colleagues to provide a first-class support service to fee earners across the firm's global offices.
• Liaising with teams across London, Newcastle, Delhi, Paris and Hyderabad, as well as Virtual Assistant and administrative support teams.
• Establishing and maintaining effective communication with colleagues across different offices and time zones.
• Working closely with the Weekend GBS Shift Manager during periods of high workload.
• Escalating issues, complaints and potential workflow pinch points where appropriate.
• Supporting with additional duties and projects as required by GBS Management.

Client Service

• Providing a proactive, professional and highly responsive service to Partners, fee earners and internal clients.
• Acting as a key point of contact when tasks are submitted and ensuring communication is clear, timely and accurate.
• Agreeing deadlines with clients and keeping workflow systems updated with all relevant information.
• Coordinating exceptional access and SPM requests where required.
• Ensuring all client and internal communications are handled professionally and sensitively.

About You

You will have previous experience within Document Production, preferably gained within a legal, professional services or corporate environment.

You will be highly organised, confident working independently and comfortable managing a busy workload within strict deadlines.

The role would suit someone who is technically confident, customer-focused and able to remain calm and accurate when working under pressure, particularly when working independently during the weekend shift.

Key requirements include:

• Excellent copy and audio typing skills.
• Strong working knowledge of Microsoft Outlook.
• Up-to-date knowledge of Microsoft Office 365, particularly Word, PowerPoint and Excel.
• Intermediate knowledge of Adobe Acrobat and Adobe Creative Suite.
• Previous experience within a legal, professional or corporate services environment.
• Previous document production experience.
• Strong written and verbal communication skills, with the ability to communicate effectively with Partners, lawyers and support teams at all levels.
• Excellent attention to detail and a commitment to producing high-quality work.
• The ability to use initiative and sound judgement when working independently.
• Proven ability to prioritise a busy workload and meet tight deadlines.

Please note that the weekend evening shift is an essential requirement of the position: Saturday and Sunday, 6pm – 2am. This is non-negotiable.