Document Processing Supervisor

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. 

OVERVIEW OF THE ROLE

This position is responsible for the supervision of the Document Processing staff and the smooth coordination of client work and other administrative tasks. Encourages and promotes teamwork and cooperation for the Document Processing group. Works with team members to identify problems and provide resources. Communicates and supports firm wide policies and professional practices. In conjunction with the Director, successfully and appropriately identifies and resolves employee relations issues. Performs regular quality control checks on work. Provide excellent client service, including delivering quality work product, coordinating staffing schedules and adhering to tight deadlines. Ensures the efficient and fair distribution of work assignments and projects.  Promotes training to enhance technical and customer service skills. Provide a reliable leadership presence. Provides document assistance and works on DP job requests as needed.

*Remote position, full-time working weekends, Friday and Monday. 9am - 6pm. Flexibility will be considered but has to include Saturday and Sunday. 

KEY ROLES & RESPONSIBILITIES

• Responsible for the quality and efficiency of the Document Processing team and the work that they produce. Collaborates with the Coordinator to delegate work among members of the department. Monitor the accuracy and timeliness of job requests. Provide superior services to legal staff and business support by effectively responding to requests, inquiries and suggestions. Mediate client deadlines as needed to facilitate customer satisfaction. Provide ongoing communications about job priorities, team goals and department standards.
• Utilises the department’s workflow tool to ensure accuracy of team time entries and job request/tracking information.
• Work with the Director to generate and distribute quarterly department metrics summarized to include statistics on shift-related job requests, staff utilization, request trends and team updates.
• Collaborates with other Document Processing Supervisor, Manager and Workflow Coordinators to ensure consistent communications, quality standards and specialists’ skills across the department.
• Under the direction of the Director, provide appropriate shift coverage; maintains support teamwork schedules and organizes coverage for scheduled and unscheduled absences; monitors and approves requests for overtime and other related expenses.
• Schedule regular individual staff meetings and updates.
• Conducts GPS quick connect meetings and manager reflections; makes recommendations for merit increases and performance bonuses; identifies development goals.
• Review shift turnovers and provide ongoing communications to promote a smooth workflow across teams. 
• Stay current with standards for various court filings and requirements.
• In conjunction with the Director, identifies efficiency improvements and works with Manager to execute plans to realize improvements.
• Develop a strong relationship with the Administrative Support Managers to gauge and anticipate DP needs and requirements across offices. Help identify trends in the type of work that is submitted by the administrative support team.
• Communicates effectively and efficiently with attorneys/originators and Document Processing coordinators to ensure support is acceptable and satisfactory.
• Manages large and complex document production projects, including documenting detailed instructions, expectations and context, and provides clear, direct communication of requirements and project goals.
• Ensures timely completion of all document processing work and provides final Quality Control check on all finished jobs.
• Pursue ongoing professional development via networking and industry groups to bring new ideas and workflow solutions to the DP department.
• As workload dictates, creates and edits legal documents such as briefs, letters, charts, forms, graphics, and other written material.  Becomes proficient in firm licensed software applications, including: MS Word, Excel, PowerPoint, Litera Compare, iManage, DocX tools, AbbyFine, Visio, Adobe Acrobat, Adobe Photoshop, InterAction, RightFax, WinZip, and other software related to the core functions of the Document Processing department. 
• In consultation with Director, and working with Human Resources, addresses and resolves employee relations issues and creates development plans, identifies and makes recommendations to manager concerning morale and other issues as they arise.
• Assist with software application testing, as assigned; provide feedback and recommendations for efficient use of software.  Communicates and reinforces all changes to Document Processing staff and ensures appropriate training is conducted for staff.
• Maintains confidentiality in all client and firm matters.
• Performs other work-related duties as assigned.

• 10 years document processing experience and/or 2 years as a Coordinator or Supervisor, preferably in a professional services industry — with a leadership role on large-scaled, complex, advanced-level projects.
• Supervisory experience preferred.
• Legal Experience preferred.
• Superior proficiency in MS Office (Word, Excel, PowerPoint).
• Excellent verbal, written, organizational and interpersonal skills with a sharp attention to detail and the ability to handle multiple tasks simultaneously.
• Must be able to work as a part of a team in a fast-paced deadline driven environment.
• Excellent time management, judgment and prioritization skills.
• 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 work a flexible schedule to include interaction with document processing staff across shifts and locations.
• 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 an 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.

OUR FIRM & OFFICE

Ropes & Gray in 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 30 partners, 100 fee earners and a trainee intake of 12, 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.