Document Specialist

Key responsibilities and deliverables

• Document production
• Create, format, and update a wide range of complex documents, reports, spreadsheets, and presentations, adhering to the house-style and utilizing the appropriate tools.
• Transcribe audio files accurately and efficiently, demonstrating solid typing skills.
• Convert documents across various packages into house-style, using firm templates, styles, and schemes.
• Troubleshoot textual, graphic, and printing issues across all packages.
• Accurately interpret complex fee earner briefs and produce documents within the required timescales, seeking clarification when necessary.
• Support creative presentation requests in PowerPoint using template guidelines where appropriate.
• Proofread and quality check all work to ensure that completed documents are delivered accurately and to an appropriately high standard. Ensure all edits have been inserted and make logical and grammatical sense.
• Adhere to working practices for the function.
• Maintain and update own technical skills, including developing extensive knowledge of the firm’s global document templates.
• Troubleshoot document technical issues, including using clean-up software such as DocXTool and performing “health checks” on documents as required.
• Assist fee earners and other internal clients with technical queries in all relevant packages by telephone, proxy services, or email.
• Assist in non-document production administration tasks, by exception, when workloads are high across the whole team/service.
• Demonstrate 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 Hub, Design function.
• Support workflow processes including booking work and negotiating deadlines as required and works collaboratively with workflow coordinator roles across locations.
• Team support and development
• Proactively provide support to other Document Specialists across the global network to ensure that peaks and troughs of demand are managed.
• Promote effective work practices.
• Support team quality check processes as well as checking own work.

Key requirements

• Previous document production experience in a legal environment or advanced Microsoft Word skills in a document production role in other sectors.
• Confidence and motivation to challenge and improve the way that work is done.
• 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.
• 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 opportunity 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 with disabilities who need reasonable accommodation during the application process, please contact us at BusinessServicesRecruitment@Freshfields.com .