Senior Document Processing Workflow Specialist

at  Ropes Gray

Term:

Permanent
Working hours:

Full-time
Department:
Document Processing
Location:

London
The firm
Ropes & Gray is a global law firm that operates across 17 time zones and has more than 1,400 lawyers based in the United States, Europe and Asia who collaborate seamlessly to provide clients with high-quality representation in innovative industries that shape the global economy. Our clients include private equity firms, pharmaceutical and biotech companies, financial institutions, mutual funds, hospital systems, and more. Client by client, we’ve built a reputation for first-class work, a pragmatic approach, and impeccable standards of service and ethics. We count many of the world’s most respected companies and institutions as longtime clients, and serve organizations at all stages of development. Clients trust us with their most important matters because they know we understand their businesses and deliver the results they need.
Our deeply rooted culture of teamwork means that our lawyers work closely with colleagues around the world to provide support to clients. This collaborative approach encourages our lawyers to work alongside partners and clients on sophisticated matters. We work as a team to support a range of leading legal practices, including private equity, M&A, capital markets, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, data, privacy & cybersecurity, and business restructuring.
Ropes & Gray London is one of the largest offices in the Ropes & Gray network, and the hub of the firm’s EMEA network and set up in London in 2010. While we are now an established presence in the UK, we’ve retained all the buzz of our start-up years. It makes us a little bit different: it means we have the stature and resources of a major international law firm combined with the pace, inclusivity and career progression of a specialist firm. Our clients like to work with us. We are, of course, always professional, but we are personal, and personable with it. As a group, we’re international, diverse and our team is always professional, but uniquely personable. With around 31 partners, 137 fee earners and a trainee intake of 13, everybody in the office knows everyone else. That means that every hire we make is an important investment for the firm, because each team member has a distinct role to play in delivering excellent service to our clients.
The department
Document Processing
The role

ESSENTIAL CAPABILITIES:

• Must demonstrate flexibility and respond appropriately to shifting demands.
• Ability to work under tight deadlines and handle multiple, detailed tasks.
• Ability to provide excellent customer service under all circumstances.
• Ability to work in a team environment; share information, goals, opportunities, successes and failures with the appropriate parties.
• Ability to anticipate problems and focus on solutions while incorporating different viewpoints.
• Ability to maintain professional demeanor in all situations, demonstrate the ability to work independently with limited guidance, exercise sound judgment and seek guidance from department manager, as needed.
• Ability to motivate staff and establish trusting relationships through active and direct communication; work with mentee/teammate to develop team goals and create action plans.
• Ability to observe, listen, and question appropriately.
• Ability to manage relationships to ensure that clients receive seamless levels of service.
• Ability to evaluate professional growth and to evaluate and measure outcomes.
• Ability to transfer skills and delegate.
• Ability to communicate in a professional and courteous manner with all levels of firm personnel.
• Must demonstrate the ability to maintain confidentiality of the firm’s internal and personnel affairs.
• Provides updates/concerns to supervisors/managers, as appropriate.
• Must be a self-starter with the ability to show initiative, be proactive and to learn and adapt to new systems.
• Must be reliable and punctual.
• Ability to work in a multi-office environment.
• Ability to work effectively in a culturally diverse environment.
• Exhibit loyalty to the firm and be supportive of firm goals and objectives.
• Ability to follow up and follow through on tasks.
  Other information
  This is a REMOTE position. Must have a reliable REMOTE work environment. Must be able to collaborate successfully in a remote environment.
  The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements

OVERVIEW OF THE ROLE

Coordinates work requests submitted to the Document Processing department. Responsibilities include providing intake and assistance with job requests; assign and track job tickets using the department’s Engage workflow tool; answer general questions to the department and give assistance to Requestors; perform job quality control checks, coordinate proofreading by operators when necessary, collaborate with Document Specialists to troubleshoot job-related issues; assist Supervisor with input for staff reviews and work as the Lead Document Specialist on various types of legal documents and special projects.

• Remote position, full-time working weekends, Monday -Wednesday. 9am - 5pm. Flexibility will be considered but must include Saturday and Sunday.

ESSENTIAL FUNCTIONS:

• Intakes all job requests and coordinates workflow to ensure jobs are completed accurately and in a timely manner.
• Answers general department calls and assists attorneys/staff with general document processing questions.
• Works as Lead Document Specialist on all types of legal documents.
• Prepares correspondence, memoranda, briefs, forms, labels and other legal and non-legal documents using firm’s standard styles in an accurate, timely and precise manner and spell checks and proofreads each document for accuracy.
• Creates technical graphics, organizational charts, and timelines and formats images for briefs, presentations and litigation.
• Creates and edits TOC and TOA, converts documents; creates and edits extensive spreadsheets and charts in Excel and complex presentations in PowerPoint.
• Creates documents from dictation, tape transcription or other handwritten or written materials.
• Troubleshoots and provides solutions for document problems.
• Provides final Quality Control check on all finished jobs.
• Assists Supervisor with staff needs, as needed, along with other various administrative functions for the department.
• Maintains computer document files within firm-licensed software for designated attorneys, paralegals and administrative staff at their direction or at the direction of the Office Administrator.
• Seeks training opportunities to advance skill level and efficiency in firm software.
• Works cooperatively with internal and external team members, including attorneys, paralegals, administrative staff and secretaries as well as other Ropes & Gray employees and management, as assigned.
  Qualifications and Skills