Senior Document Specialist

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. 

Creates and edits legal documents such as briefs, letters, charts, forms, graphics, and other written material.  Expert in a variety of software programs including: MS Word, Excel, PowerPoint, Outlook, iManage, Litera Compare, DocXtools, Contract Companion, Best Authority, Express Scribe, Visio, Adobe Acrobat, InterAction, Abbyy Fine, WinZip, various types of SEC filing software, and other software related to the core functions of the document processing department.  Subject Matter Expert (SME) with advanced level software skills.  Shares knowledge and cross trains DP Specialists. Ability to work independently, consult with internal clients and manage large-scale, ongoing projects.

• Prepares correspondence, memoranda and other legal and non-legal documents in an accurate and timely manner; proofreads and quality checks each document for content, context and accuracy. Checks completed work for spelling, grammar, punctuation and proper formatting.
• Formats, edits and styles complex WORD documents at an advanced level, including but not limited to auto numbering, mail merges, tables, embedded objects, TOC and TOAs. Advanced knowledge of troubleshooting with DocXtools preferred.
• Create, edits and format complex technical drawings, graphics and organizational charts in PowerPoint, Visio and Jigsaw.
• Has advanced working knowledge of Excel, including but not limited to formatting to print balance sheets, navigating, sorting, concatenation, pivot tables, VLOOKUP, data validation. Creating and editing of charts (pie, column, double stack bar, etc.)
• Create and edit PDF portfolios, ebinders and fillable forms using Adobe Acrobat.
• Creates documents from dictation, tape transcription or other written materials.
• Troubleshoots and resolves issues related to document corruption and inconsistent styles. 
• Coordinates and manages large and complex document production projects, including documenting detailed instructions, expectations and context, and provides clear, direct, communication of requirements and project goals and delivers quality product in a timely manner.
• Interacts and communicates with customers, responds to general inquiries and assists attorneys/staff with general questions. 
• Follows department processes in order to accomplish tasks.  Seeks guidance from Supervisor and/or Coordinator when issues, conflicts or questions arise.
• Works cooperatively with identified team members, and all other Ropes & Gray employees. 
• Effectively communicates with department management, proactively offering ideas and solutions when issues arise.
• Actively participates in on-going training initiatives and independently seeks opportunities to enhance and improve skills. 
• Takes initiative to stay current with new approaches and changes in technology relating to document processing software.
• Provides a superior level of customer service.
• Understands and supports firm policies and procedures.
• Maintains confidentiality in all client and firm matters.
• Interacts and communicates courteously and professionally with all Ropes & Gray clients and employees.
• Assists with software application testing, as assigned.
• Exercises good judgment when handling work requests and appropriately manages tasks from one shift to the other.
• Assists as back-up workflow coordinator, as requested – on an as-needed basis.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• 8+ years of document processing experience.
• 70 wpm typing with expert proficiency in MS Office (Word, Excel, PowerPoint).
• Experience in MS Word, Excel, PowerPoint, iManage, Change-Pro or Litera Compare, DocX tools, Express Scribe, Visio, Adobe Acrobat,  InterAction, AbbyFine, WinZip, and other software related to the core functions of the document processing department.
• Legal experience and/or word processing services experience preferred.
• Excellent verbal, written, organizational and interpersonal skills with a sharp attention to detail, the ability to handle multiple tasks simultaneously and meet deadlines.
• Must be able to interact collaboratively as a part of a team in a fast paced, deadline driven environment.

ESSENTIAL CAPABILITIES:

• Ability to maintain confidential information.
• Courteous, professional, flexible and able to work independently, as well as under the direction of attorneys, paralegals, administrative staff, clients and management.
• A team player demonstrating exemplary service awareness.
• Ability to show initiative, be proactive and learn and adapt to new systems.
• Reliable and punctual.
• Ability to perform under tight deadlines.
• Ability to prioritize and multi-task for efficient and effective work production.
• Ability to be a proactive, self-starter.
• Must be flexible in order to respond quickly and positively to shifting demands and opportunities. 
• Ability to be highly collaborative — even in a remote working environment.
• Ability to work effectively in a culturally diverse environment.
• Must pay attention to details and have the ability to follow up and follow through.

WORKING CONDITIONS:

The work schedule may vary based on shift and business need.

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.