Client Document Specialist, Remote

The role of Client Document Specialist is to provide the internal client with accurate, professional and efficient document production support across the UK, European and International offices. Client Document Specialists must take an active interest in the workload and requirements of each area of the Firm and provide a flexible service to ensure deadlines are consistently met.

This role will report to the Client Document Specialist Lead. This is a full-time fully remote role, supporting the 1pm – 9pm shift, Monday to Friday.

You will be responsible for delivering the highest level of service to the internal clientn

• Transcribe, create, rebrand, format and amend emails, correspondence, attendance and meeting notes, documents, reports, billing narratives and mail merges
• Prepare electronic engrossments, to include all ancillary documentation and diagrams
• Create and amend PowerPoint/Visio/Jigsaw presentations, organisational and structure charts, step diagrams and family trees
• Create, format and amend marketing documentation such as team sheets, seminar slides and pitches
• Create, format, hyperlink and edit Excel spreadsheets, pivot charts, graphs and data formulas
• Create, amend, compress, rename, hyperlink, redact and convert pdf documents, bundles, binders and fillable forms
• Electronically date and sign documents
• Prepare comparisons of Word, PowerPoint and Excel documents
• Prepare and protect zipped folders of documents
• Create, format and amend the Firm’s Policy documents, working closely with the Heads of each Business Support and Practice area
• Create, format, amend and rebrand the Firm’s template and precedent library (containing over 40,000 documents)
• Prepare and amend forms using Evo and Lexis Smart Forms
• Enter client and intermediary data into Inter Action, ensuring that the necessary proxy access has been granted, creating marketing lists where necessary
• At the direction of the Client Document Specialist Lead, participate in software testing for Innovation and Technology and IT to ensure potential software purchases are rigorously vetted
• Independently and at the direction of the Client Document Executive Lead, participate in any new or refreshed IT training sessions to ensure that all technical skills remain honed
• Ensure documents are formatted in the Firm’s branding and house style and in line with existing systems and procedures
• Proofread and review documents to ensure accuracy and consistency in adhering to the Firm’s house style
• Use available systems and processes to ensure work is prioritised correctly and completed effectively
• Ensure tasks are completed within the required timescales and to the highest standards
• Collaborate with colleagues to break down larger tasks to achieve a quicker turnaround
• Liaise with the internal client and the team, as appropriate, in relation to document production queries
• Build solid relationships with and provide regular updates to service users on the progress of tasks
• Support and help Partners, fee earners and other team members by sharing system and best practice knowledge, ensuring continuous skills development

• Trouble-shooting IT issues for fee earners and providing document specialist support on software for users
• Collaborate with CDS colleagues, both proactively and at the request of the Client Document Specialist Lead and Evening Supervisor where applicable
• Completion of a monthly log of jobs undertaken
• Working effectively with other legal and business resource teams as required
• Any other duties as reasonably requested by the Client Document Specialist Lead or the Head of Internal Client Services
• Comply with all relevant legal and regulatory obligations including the Solicitors Regulation Authority (SRA) Standards and Regulations, and Principles.

A Client Document Executive has a responsibility to ensure their skills set remains fresh and…