Document Production Workflow Coordinator

Document Production Workflow Coordinator

Title: Document Production Workflow Coordinator

**Salary**: £27,000 per annum plus company benefits

Location: Windmill Green, 24 Mount Street, Manchester M2 3NX

Contract: Permanent, full time

Hours: 37.5 hours per week

Shifts: Monday through Friday 9am-5:30pm

Break: 1 hour lunch, unpaid

Work model: Fully onsite

Williams Lea seeks a Document Production Workflow Coordinator to join our team

Williams Lea is the leading global provider of skilled business-critical support services to financial, legal and professional services firms. Built on a strong heritage, great client relationships and a talented team, Williams Lea is the trusted global outsourcing provider to clients in highly regulated environments.

Williams Lea serves clients in 20 countries across four continents and has 7,000 employees worldwide.

Purpose of role

The Document Production Workflow Coordinator is an experienced position delivering exceptional customer service to our clients by providing timely and accurate document production of an intermediate to advanced level. Advanced ability to assess documents, a technical eye to detect and ensure proper corrections (proofing, edits, conversions, formatting, creation, comparisons, etc.) for requesters.

The position requires advanced software aptitude in those programs used for document production, as well as speed and accuracy in a high-volume, high-pressure production environment. The Document Production Workflow Coordinator may be required to train team members, and is also responsible for the day-to-day coordination of workflow within a shift or site.

Key responsibilities
- Intake work requests from the client, including clarification of job instructions and negotiation of deadlines with the requester.
- Prioritise work requests across the team and coordinate/balance multiple projects based on experience and following established guidelines, especially when working with escalated deadlines or issues.
- Act as a leading definitive resource for all questions relating to document production, proofreading and quality assurance by the team.
- Identify and correct errors in complex business documents to ensure quality of the product being returned to requesters.
- Delivering an exceptional electronic and hard copy file management service
- Return or add documents to existing client files
- Work with the practice management system to log and record documents
- Handle and administer closed files as requested
- Filing and file housekeeping
- Understanding and processing of principle documents
- Maintain all filing and work areas in a tidy and orderly manner
- Collect file and documents from client areas and return files to shelves
- Sort, scan, rename, distribute incoming mail department fee earners
- Maintain equipment to a good working order and troubleshoot problems, place service calls when needed
- Prioritise jobs and run them to meet customer requirements and deadlines
- Provide photocopying, scanning, and printing as per customer instructions
- Collect and accurately input monthly forecast information
- Collect and complete any information required for billing or client charge back data
- Ensure that job requests are tracked on system properly before beginning new request
- Understand and comply with Practice Support corporate standards. Constantly seek ways to improve operations and suggest and implement approved ideas
- Deal with court filings and ensure key dates are kept on the client system
- Dealing with client portals and supplier portals for documents (Land Registry, NHSR, Companies House etc)
- Extensive computer and data related tasks
- Usage of internal and external portals/systems
- Adding contacts to the clients database
- Deal with any customer enquires in a prompt and efficient manner
- Accept requests for work, notifying customers of estimated completion time as appropriate and in line with service level agreements
- Communicate with customers on job or deadlines issues

Key Competencies
- Proofreading experience preferably in a legal environment preferred
- Intermediate knowledge of MS Word, Excel, and PowerPoint desired
- Knowledge of a legal timekeeping or job tracking system is preferred
- Ability to work in a fast-paced, team environment
- Strong attention to detail with emphasis on accuracy and quality
- Ability to prioritize work to balance multiple projects and deadlines
- Must have good organizational skills
- Ability to handle sensitive and/or confidential documents and information
- Ability to work both independently and collaboratively as part of a team
- Excellent verbal and written communication skills.
- Ability to communicate professionally both verbally and in writing
- Must be self-motivated with a positive attitude
- Proven customer service skills are required to create, maintain and enhance customer relationships

Personal Attributes
- Adopts the company values - Teamwork, Integrity, Passion and Success
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