Document Specialist/Workflow Coordinator

Licensed sponsor London Posted 6 hours ago

The firm

Simpson Thacher & Bartlett LLP is one of the world’s leading international law firms. The Firm was established in 1884 and has more than 2,000 lawyers. Headquartered in New York with offices in Beijing, Boston, Brussels, Hong Kong, Houston, London, Los Angeles, Luxembourg. Palo Alto, San Francisco, São Paulo, Singapore, Tokyo and Washington, D.C., the Firm provides coordinated legal advice and transactional capability to clients around the globe.

Description/Job Summary

The Document Specialist/Workflow Coordinator provides hands-on document production support to Partners, Counsel, Associates and Paralegals across all practice groups, while also coordinating workflow within the London Document Production team. The role requires the individual to actively undertake document production work whilst overseeing and prioritising the wider team workflow, ensuring work is delivered accurately, efficiently and within agreed deadlines.

Responsibilities/Duties

Actively undertake document production work alongside coordinating and monitoring workflow within the London Document Production team, ensuring all requests are appropriately prioritised and completed within required timescales and to the required quality and standards.
Negotiate deadlines and proactively manage expectations where necessary, liaising closely with the Administration Services Coordinator on workflow, priorities and other operational matters.
Liaise with the New York Word Processing team to coordinate out of hours support and workflow, ensuring the smooth handover and continuity of document production work across teams.
Create, edit and revise complex legal documents to Firm specifications using Microsoft Office and other relevant Firm applications.
Produce and format financial statements, flow charts, presentations, correspondence and other documents, including cross-references, tables of contents, tables of authorities, defined terms and indexes.
Undertake document processing and formatting, including scanning, document conversions, comparisons, mail merges, closing sets and fillable PDF forms.
Design and produce presentations, multimedia materials, covers, graphics and other materials for proposals and business requirements.
Troubleshoot document and formatting issues, identifying and implementing effective solutions.
Proofread and quality check work to ensure accuracy, consistency, correct formatting and compliance with Firm branding and standards.
Work collaboratively with stakeholders to understand their requirements, researching, recommending and implementing appropriate document solutions where required.
Proactively identify and implement improvements to documents, processes and working practices.
Manage multiple document requests and competing deadlines, reprioritising work as requirements change.
Maintain accurate records of work undertaken in accordance with departmental requirements.
Provide technical document support and training to the secretarial team as required.
Provide additional document production and related support to the secretarial team when required.

Required Skills

3+ years of relevant experience in a Word Processing/Document Production environment required.
Knowledge of software specific to the legal industry.
Ability to comprehend numerous software applications at an advanced level including Excel and PowerPoint.
Advanced understanding of technical documents.
Advanced documentation layout and formatting skills.
Highly motivated, independent individual with a flexible and proactive approach.
Meticulous attention to detail.
Strong analytical and problem solving skills.
Strong customer service skills with the ability to communicate at all levels and ability to effectively present information verbally and in writing.
Ability to use discretion with sensitive and confidential information.
Ability to effectively prioritise and plan work activities and meet deadlines in high pressure environment.
Ability to work effectively within a team as well as independently and adapt to changing work requirements.

Details

Salary and Benefits: Competitive
Hybrid: Monday-Thursday in office, ability to WFH on Fridays
Hours: 11am - 7 pm

Equal Opportunities

Simpson Thacher is committed to ensuring that everyone can reach their full potential, irrespective of background, identity, or circumstance. We know that we are at our best when we bring together diverse experiences and perspectives. This is why we are focused on fostering a collegial environment which maximises collaboration, empowering every individual to thrive and succeed.