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Document Production Coordinator
2 months ago
We are seeking an experienced Administrative Support Specialist to join our team at May & Stephens. As a key member of our support team, you will be responsible for providing high-quality administrative support to our Directors and Senior Associates.
Key Responsibilities- Administrative Support: Provide administrative support to allocated Directors/Senior Associates, including diary management, processing of expenses, travel bookings, and other ad hoc tasks.
- Document Production: Produce all client documents and reports to a high standard, using company style and ensuring they are formatted correctly.
- Document Management: Create and amend documents from mark-ups, troubleshoot problem documents, and manage any changes to house style.
- Communication: Prepare draft emails, proof-read documents for quality, and manage the lifecycle of document production through to delivery.
- Template Management: Create and maintain document templates, produce reports according to service standards, and support the wider support team with ongoing recommendations for improvements to the service offering.
- Time Management: Manage deadlines and ensure all updates are collated by the client deadline, ensuring the appropriate use of version control and saving all documents into the DMS.
- Technical Skills: Use dictation workflows to transcribe emails, letters, etc., and provide support to all operational teams, including CV production, presentations, Visio, HR templates, BD, and DT.
- Digital Transformation: Support digital transformation with testing Office upgrades and template solutions.
- Experience: Previous experience within a similar professional services role, ideally within the same industry.
- Technical Skills: Advanced Office 365, particularly Microsoft Word, Excel, and PowerPoint, experience working with a document management system (SharePoint would be beneficial), and experience using dictation and workflow tools.
- Soft Skills: Excellent communication skills, attention to detail, friendly and approachable, excellent client service skills, ability to work to deadlines and meet KPIs for document turnaround, strong organisational skills, and ability to multi-task under pressure.
- Certification: Microsoft Office Specialist or equivalent certification would be beneficial.
