Global Document Coordinator

Global Document Coordinator

New York, NY

4pm-12am

Summary

A global law firm consistently ranked among the top firms in the world, is currently seeking a Global Document Coordinator to join our winning team, located in New York or downtown Los Angeles. The success of our firm is largely determined by our commitment to hire and develop the very best and brightest, creating a team that provides our clients with the highest quality of work and service. We are driven by our core values: respect, innovation and collaboration.

Responsibilities

You will be responsible for coordinating department workflow. You will perform intake of document production work; clarify instructions; negotiate deadlines; communicate status of jobs; maintain the ServiceNow Global Document log; distribute work to Analysts, Specialists, Proofreaders, and temporary staff; and assure that deadlines are met, while accomplishing these and other critical functions:

• Carrying out all activities related to management of the flow of work through the department, including but not limited to coordinating the processing and distribution of all document requests coming into the Global Document center and clarifying such requests for Analysts, Specialists, Proofreaders, and temporary staff as needed.
• Estimating job duration and difficulty and negotiating deadlines for projects to assure that agreed-upon deadlines are achievable.
• Ensuring accurate and timely completion of assignments and responding to inquiries from customers.
• Communicating with Global Document staff to ensure that they are on track to meet their deadlines.
• Quality checking outgoing work according to close-out procedures for contractors.
• Communicating with customers regarding their work requests.
• Creating, converting, revising, formatting, and maintaining document files at an advanced level in “core applications” such as Word, Excel, PowerPoint, and Acrobat.
• Facilitating proper turnover from one shift to another.
• Evaluating incoming work requests and preparing detailed instructions or delegating to a Supervisor or Lead to complete intake.
• Escalating customer inquiries and feedback to Supervisor when necessary
• Identifying jobs which are out-of-scope in terms of Global Document services, and redirecting and/or facilitating the transfer of such jobs to the appropriate team.
• Proactively identifying areas for improvement within the department and actively participating in the solution.
• Making appropriate decisions and working with confidence based on those decisions.
• Attending Coordinator and department meetings as scheduled and contributing to agenda points.

As a Coordinator, you will be expected to apply your organizational and communication skills while displaying a positive, high-energy attitude. The successful Global Document Coordinator must have the ability to understand intricacies of documents and work requests, and leverage that ability into accurate estimation of job duration, as well as the ability to analyze/troubleshoot issues and implement appropriate solutions. The ideal candidate will have the ability to evaluate skills needed for job completion, and evaluate a variety of factors to accurately ensure that demand for departmental services does not exceed capacity to deliver. The Coordinator must have a strong knowledge of applications typically used in a legal word processing environment, such as MS Office Suite, Acrobat, Interwoven, Abbyy Finereader, OmniPage, Visio, and other software and hardware necessary to handle tasks that comprise nearly all of the department’s workload. They must also have the ability to utilize applications such as Best Authority, Contract Companion, Change-Pro, DocXTools, Remote Assistance, and various real estate forms, and knowledge of other software and utilities as specified from time to time by department management. The candidate should also have excellent negotiation skills; the ability to understand and to communicate instructions; and the ability to manage time well, prioritize effectively, and handle multiple deadlines. The successful candidate will develop knowledge of templates, macros, and styles, will have the ability to identify correct legal format and terminology, and will have knowledge and proper application of proofreading symbols. Excellent typing and formatting skills and attention to detail are required.

Requirements

A High School Diploma or equivalent is required; a Bachelor’s degree is desired. Microsoft certifications in Word Expert, Excel Core and PowerPoint are desired. A minimum of four (4) years of related experience working as a Document Support or Word Processing Coordinator or Lead Operator at a professional services organization is desired.  A minimum of five (5) years of related experience working as a word processor at a professional services organization is desired.

Fluency in an additional European language (French, German, Italian, or Spanish) is a plus. The candidate must have the ability to work flexible hours including nights, weekends, and holidays.