Document Centre Workflow Coordinator / Doc Specialist

NEW ROLE - Document Centre Work-flow Coordinator / Doc Specialist for a leading US Law firm in the City

The Work-flow Coordinator/Document Specialist would oversee basic team tasks e. holiday bookings for the team, cover arrangements alongside the general running of the department.

This role will be working in a team of 5, including a weekend Specialist. The successful candidate wouldn't necessarily be managing the other Specialists but would be assisting the Manager of the centre run the department smoothly.

Key Responsibilities:

* Opening of the Documentation Centre and management of any relevant associated communications;
* Greet employees that visit the Documentation Centre and answer any requests that come in throughout the evening;
* Book in work after job clarification and enter all job roles onto the ticketing system;
* Request bi-monthly reports from the US and cross-check with work-flow sheets ahead of sending to the Finance team for billing;
* Liaise with fee earners, fellow team members and Legal PA's regarding the timely completion of work;
* Liaise independently with the US Documentation Centre when assistance with document production in Europe is required;
* Work closely with the US team to provide seamless high quality cover, flagging any quality issues immediately to resolve;
* Create and amend complex Word documents, PowerPoint presentations and Excel documents;
* Proof read all work that is completed both internally and by the US Documentation Centre where applicable;
* Provide fast and accurate typing (both copy and audio);
* Provide ad hoc secretarial support to fee earners including booking conference calls, booking taxis, ordering food, booking and changing flights and accommodation arrangements;
* Liaise with Office Services regarding courier deliveries and large printing jobs;
* Provide cover as part of the overtime rotas in place;
* Manage team holiday requests and the annual holiday calendar;
* Work closely with HR when any large project roll outs require Documentation Centre as assistance or support;
* Closing of the Documentation Centre involving the creation and sending of an end of shift report.

As this is a dual role, the successful candidate would also operate as a Document Specialist too. This is a fantastic role for someone who wants extra responsibility and a step up.

Hours: 4:30pm - 12:30pm, however, flexibility is required.