Document Specialist

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 house-style 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 house-style, using firm templates, styles and schemes.
• Troubleshooting textual, graphic and printing issues across all packages.
• Accurately interpreting complex fee earner briefs and producing documents within the required timescales, seeking clarification when necessary.
• Supporting creative presentation requests in PowerPoint using template guidelines where appropriate.
• 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.
• Adhering to working practices for the function.
• Ensuring own technical skills are maintained and updated, including developing extensive knowledge of the firm’s global document templates.
• Troubleshooting document technical issues including using clean-up software such as DocXTool and performs “health checks” on documents as required.
• Assists fee earners and other internal clients with technical queries in all relevant packages by telephone, proxy services or email.
• Assisting in non-document 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 eg Freshfields Hub, Design function.
• Supporting workflow processes including booking work and negotiating deadlines as required and works collaboratively with workflow coordinator 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.
• Promoting effective work practices.
• Supporting team quality check processes as well as checking own work.

Key requirements

Must have previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors. 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 experience of leading project teams
• Proven problem solving and trouble shooting skills
• Flexible and proactive approach
• Committed to personal development

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
• 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;
• Foreign language speakers are desirable

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 [email protected] , or you can send your resume to [email protected] , or you can call us at +1-212-277-4000.