Legal Document Administrator Shift Coordinator

Legal Document Administrator Shift Coordinator

**Salary**: £22,500 per annum plus company benefits

Location: Alloa, FK10 3LP

Contract: Full Time, Permanent

Shifts: 37.5 hours per week, Monday - Friday, 3pm-11pm with 1 hour break

Work model: Hybrid or fully remote available

Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms.

We are currently looking for a Legal Document Administrator Shift Coordinator to join us

The Document Production Shift Coordinator is responsible for producing monthly reports, including the Account Review Report (ARR), and ensuring that necessary tracking is carried out to collate accurate data for the report.

The Document Production Shift Coordinator will assist Team Leaders in monitoring and improving the timeliness and quality of work produced by the document production specialists. The role is part productive with the expectation of a 10/90 split between shift and workflow coordination, and document production.

Key responsibilities
- Monitor their team’s workflow system and allocate work within the team
- Schedule urgent work and ensure that clients are kept informed of any queries in relation to the completion of their work
- Ensure that any deadline renegotiations are communicated to fee earners as quickly as possible after receipt of work (and no later than 30 minutes after receipt of work request)
- Ensure that all work is acknowledged to the client within 15 minutes of receipt if it isn’t already visible on a client system
- Quality check work produced by the team identifying errors in respect of grammar, punctuation, style and content and feeding back for correction as required
- Assist team members with work-related queries
- Ensure that any required shift handovers and job handovers are completed and communicated in the agreed manner
- Training and development of new starters and existing team members
- Update and maintain of Skillsbank, ensuring training is provided in terms thereof
- Populate the Root Cause Analysis (‘RCA’) in the absence of the Team Leader
- Service delivery and office coordination
- Assist with new client implementations and due diligence processes
- Carry out daily BHN checks, correcting or amending entries, as required
- Add FEs to BHN as required
- Work closely with other Shift Coordinators to ensure workflow coordination is always in place
- Appointed person and/or Fire Warden
- Produce and amend correspondence, documents, reports, deeds and attachments from a variety of sources, in house style and in line with the client’s specific systems/procedures
- Produce and amend PowerPoint presentations, organisational charts, mail merges, Excel spreadsheets and graphs/diagrams
- Quality checking documents to ensure they are correct, in line with house style, and, where applicable, attachments have been highlighted to personal assistants
- Liaise with fee earners, team leaders and secretaries/TAs as appropriate in relation to document production, keeping service users updated on the progress of their work
- Provide defined administrative services, including client and matter inception and file closure, following standard operating procedures
- Carry out electronic checks and client due diligence in accordance with the Anti-Money Laundering regulations
- Call triage and/or switchboard
- Contact customers of client firms to gain personal and/or matter related information
- Liaise with fee earners, PAs/TAs, secretaries, and other business support departments
- Enter, maintain and update details and relevant information on the client systems as required
- Deal with basic queries and general administration, as appropriate

Personal attributes
- Document Production experience desirable
- Accurate typing speed of at least 70 words per minute with advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint
- MOS qualification (or working towards certification)
- Excellent communication, organisational and team skills
- Excellent attention to detail
- Flexible and dependable, able to take the initiative
- Able to remain calm under pressure and work to tight deadlines
- Conscientious, approachable, and enthusiastic
- Able to quickly build confidence, respect, and trust with others

The Package:

- Private Medical Insurance, Life Insurance/Life Assurance, Company Pension, Corporate Eye Care, Personal Accident and Company Sick Pay.
- Additional benefits such as Dental Insurance, Childcare Vouchers, Gym Membership, Charity Donations, Employee Offers, Retail Vouchers and Season Ticket Loan are offered at a discount on a salary sacrifice basis.

You will also have the opportunity to work for a global employer; and dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects.