Owen Reed is looking to recruit a passionate Document Services Supervisor to join top law firm in London.

POSITION OVERVIEW

Document Services is responsible for providing exceptional 24/7 technical document support to all attorneys, paralegals, and administrative personnel.  The Document Services Supervisor will oversee that ensures the best coverage and quality of service through workflow delegation, shift monitoring, best practices training to Document Services operators.

The supervisor will oversee the business operations of the Document Services department during their shift.  This includes training and development, monitoring work product quality and identifying performance issues.  The supervisor will also work with the leadership team to develop and supervise consistent application of departmental policies and procedures.

In addition to demonstrating considerable experience in the areas of responsibility listed above, the successful candidate will demonstrate expertise in providing prompt, professional and courteous service on all customer requests, problems, and queries.  The candidate must have excellent oral and written communication skills, must show strong interpersonal and customer service skills, and have the ability to be process-oriented yet flexible.  The candidate must be able to interact with individuals in all levels of the Firm’s business.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

• Develop customized upskilling curriculums for operators to address areas of need or to provide a path to reach an advanced level above and beyond principal expectations. Extensive experience with successfully implementing such an upskilling program is strongly desired.  E-learning/online course development experience a plus.
• Responsible for managing the initial intake and distribution of work assignments within the department. Assess each request submitted and delegate to staff member possessing the appropriate skills to complete the task, log documents in and out and track document progress, completion, and delivery.
• Field troubleshooting calls and assist with technical software troubleshooting and just in time training.
• Monitor staff productivity, work product and technical abilities; keep management briefed regarding staff training needs and identify areas where coaching or counseling may be needed.
• Assist with onboarding training for new staff members.
• Technical proficiency in the following areas:
• Convert documents from various formats to Word, Excel, PowerPoint, or Visio and format according to the firm’s standard format.
• Expert Excel skills including advanced formulas and the ability to combine formulas, conditional formatting, pivot tables, data tables, advanced charting, and macros.
• Create/modify PowerPoint presentations utilizing the firm’s templates.
• Create and modify organizational charts.
• Generate and modify Tables of Authorities.
• DocX and Litera Tools.
• Convert and reformat large SEC documents, including financials
• Execute defined terms checks and automate cross-referencing in legal documents.
• Modify, compile, and redact PDFs.
• Effective business writing, articulation of information and answers in team and customer meetings and delivery of prepared presentations.
• Ability to create and deliver performance reviews, improvement plans and career plans with manager supervision.
• Excellent interpersonal skills, brings conflicts & disagreements into the open and attempts to resolve them collaboratively.
• Any other functions/duties as assigned by management.

QUALIFICATIONS Education, Work Experience, Skills

• The qualified candidate will have proven supervisory experience in a legal or financial services organization.
• A college degree or business certification is preferred; equivalent work experience will be considered.

Technologies/Software

• Expert knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and Visio
• Acrobat and OmniPage or Nuance Power PDF
• PDF Decryption software
• E-learning/online course development experience a plus.

Current Technologies (in addition to above)

• Internet browsers (Edge, Firefox, Chrome)
• Microsoft Office 365
• iManage DeskSite
• Carpe Diem
• Snag-It
• Bomgar