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