Document Production Workflow Coordinator

1 month ago

Manchester, United Kingdom Intelligent Office Full time

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.

The ideal candidate will have experience in legal administration and Microsoft Office; with special consideration for those knowledgeable in document management including house styling and formatting.

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 requiredto create, maintain and enhance customer relationships

Personal Attributes

Adopts the company values – Teamwork, Integrity, Passion and Success Demonstrable commitment to exceeding expectations and goals Exemplary customer service skills Excellent personal presentation and communication skills Has an energetic and positive approach Is innovative and can spot an improvement opportunity Has the ability to empathise and understand the customer’s needs Has exceptional communication skills Appreciates and values each other’s differences Always considers the best interests of the company, colleagues and customer Has a diligent work ethic

Rewards and Benefits:

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

25 days holiday plus bank holidays Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances. Life Assurance Private Medical Insurance Dental Insurance Health Assessments Cycle-to-work scheme Gym memberships Referral Scheme

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

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at .

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