Document Automation Coordinator (Open to Various Locations)

Position Summary

The Document Automation Coordinator supports the development and maintenance of document automation solutions that enhance legal workflows and improve efficiency across the firm. This role applies document automation tools, scripting, and related technologies to build, modify, and maintain templates and automated solutions, including supporting system integrations and ensuring consistency, accuracy, and alignment with firm standards.

Job Duties And Responsibilities

• Consult with partners, attorneys and others to gather, analyze, and document the functional, logical and legal specifications of documents and/or document package templates, including user experience considerations for questionnaires and workflows.
• Develop and implement templates based on defined specifications, including building new templates or modifying existing templates and developing prototypes for user acceptance testing.
• Learn and maintain a working knowledge of the software systems and languages necessary to carry out the job functions.
• Enhance and maintain the webhooks or APIs in place to automatically pull data from existing Reed Smith systems into the document automation platform.
• Serve as an escalation point, as appropriate, to support troubleshooting document analysis and assembly systems, including debugging templates and automation workflows and resolving issues related to system functionality, logic, variables, and output.
• Contribute to the development and continuous improvement of internal best practices, including, but not limited to, system design, process and quality assurance.
• Leverage generative AI and emerging technologies, where appropriate, to support document automation, template development, and workflow enhancement.
• Afford assistance with creating system documentation and training materials, including the provision of basic and advanced training to staff and attorneys.
• Afford support to efforts to promote and increase awareness of document automation and analysis to those outside the Practice Innovation team, where appropriate.
• Maintain awareness of developments in the document analysis and automation field and share relevant insights with the team to support evaluation of potential future initiatives, including those presented to Innovation leadership.
• Maintain working relationships with system vendors to support collaboration and alignment with firm needs.
• Perform other duties as assigned.

Requirements

• Education: Bachelor's degree in Information Technology, Computer Science, Legal Studies, or a related field. Paralegal certification or degree in Paralegal Studies or J.D. preferred.
• Experience: Minimum of 4 years of experience supporting legal workflows, document automation, or related systems in a law firm, legal department, or similar environment. Prior practice experience as a transactional attorney or paralegal preferred. Hands-on experience with document automation platforms and related technologies, particularly those that rely on dynamic questionnaires, conditional logic, and data-driven workflows (e.g., Avvoka, Gavel, HotDocs) and/or familiarity with transactional document deconstruction and analysis tools. Experience working with systems, software, process or programming environments. Experience interviewing attorneys to understand legal and business processes, workflow, and logic required to build documents and document packages.
• Skills: Computer proficiency with advanced skills in MS Office Suite, including the development and use of macros (required). Understanding of legal concepts and legal workflow as it relates to transactional work. Demonstrated skill in gathering and documenting business and technical requirements with attention to detail and accuracy. Analytical and problem-solving skills, with a pragmatic and creative approach to complex issues. High level of precision and consistency in executing assigned work and deliverables, with sound judgment and initiative. Organizational and prioritization skills to manage multiple projects concurrently and adapt to shifting priorities and deadlines. Strong verbal, written and interpersonal communication skills. Collaboration skills to work effectively both independently and within a team-oriented remote or hybrid environment. Adaptability and willingness to learn unfamiliar subject matter.

Additional Information

• Supervisory Responsibilities: None.
• Equipment Used: Personal computer and other office equipment such as telephone, calculator, copier, scanner, etc.