Document Production Specialist - Legal Sector

In the role of Document Production Specialist, you’ll play a pivotal role in delivering high-quality, accurate, and consistent document production and formatting support for a law firm client account. You’ll work as an extension of your client’s business, formatting complex documents to exacting standards, building trusted relationships, and making a tangible impact on client success through precision, professionalism, and expertise. Here’s what your day-to-day will look like: Collaborate & Deliver Excellence - Work closely with your client and support teams to deliver accurate, timely, and high-quality document production and formatting support - Operate within our pod structure, collaborating with colleagues to ensure seamless service delivery and effective workload management - Share ideas and best practice to continuously improve document quality, and client outcomes  Manage Document Production with Precision - Produce, format, amend and quality check a wide range of documents including correspondence, agreements, reports, bundles, and presentations, ensuring exceptional attention to detail - Reformat documents into house style, confidently working with precedents, numbering, tables, tracked changes, and complex formatting requirements - Troubleshoot and resolve formatting issues, repair corrupt documents, and address inconsistencies efficiently and proactively - Accurately process tracked changes and use document comparison tools to ensure version control and accuracy - Produce transcription using digital dictation when required  Use Technology to Enable Success - Work confidently with document management systems including Liberate, Litera, iManage, and Katchr dashboards, following client and firm processes - Work with MS Office, PDFdocs, DocuSign, MS Teams, and other relevant software to manage, produce, and deliver documentation effectively - Stay up to date with systems, workflows, and best practice, embracing new technology and ways of working  Build Trusted Client Relationships - Act as a trusted partner to your client, anticipating needs and consistently delivering to a high standard - Communicate clearly and professionally with lawyers, business teams, and Practice Support colleagues, seeking clarification where needed - Represent SmartPA’s values authentically, acting as a positive brand ambassador in every interaction  Stay Adaptable & Support the Team - Work flexibly to support colleagues during peak workloads, deadlines, or periods of absence - Contribute to maintaining and improving process documentation, team knowledge, and ways of working - Approach new challenges with a solution-focused mindset, thriving in a fast-paced and detail-driven environment We’re looking for someone who:  - Thrives in a high-standards, client-focused environment where accuracy and attention to detail are critical - Takes pride in delivering exceptional document production and support services - Can manage their workload effectively, balancing deadlines with quality and precision - Communicates clearly, professionally, and confidently with stakeholders at all levels - Enjoys contributing ideas to improve processes, workflows, and client outcomes Essential: - Minimum 2 years' experience in document production and formatting work - Demonstrated experience producing and formatting complex documents in administrative or legal support roles - Strong experience with complex Word documents, including styles, templates, tracked changes, and formatting - Excellent literacy, numeracy, and attention to detail, with advanced MS Word skills and proficiency in Excel, PowerPoint, and Outlook - Familiarity with tools such as PDFdocs, DocuSign, and digital dictation software - Ability to meet tight deadlines while maintaining accuracy and attention to detail - Strong communication skills, able to build constructive working relationships at all levels - Flexible and adaptable, thriving in a fast-paced environment and contributing effectively within a team Yes Hours of Work: 16:00 – 00.00 GMT (from March to October 17:00 – 01:00 SAST, from October to March 18:00 – 02:00 SAST) Full-time, permanent. At SmartPA, we believe in rewarding talent and supporting your growth:  - Competitive salaries - Full time, remote work - 33 days holiday: because rest fuels greatness - Department incentives - Employee Assistant Programme