Document Workflow Coordinator and Technician

Department: Pinsent Masons - Vario

Employment Type: Full Time

Location: Cape Town

Purpose of the Role: Review client requests, assess project requirements, and allocate tasks based on team skillsets. Coordinate and prioritise the team's workload according to client deadlines and urgency, and monitor project status, intervening as necessary. This role requires workflow coordination by an experienced document technician who is also comfortable training others within the wider team.

A team-oriented and collaborative approach towards colleagues is essential to fulfil the needs of the business. Reliability, flexibility, and a 'can do' outlook are fundamental, and individuals should take pride in the standard of work the Document Services team provides.

• Workflow Coordination and Management: Manage the document production workflow, including estimating, negotiating deadlines, logging, scheduling, and distributing tasks based on skill, availability, and urgency. Ensure team coverage and escalate issues to the NDSM as necessary.
• Quality Assurance and Process Optimisation: Oversee quality control checks on documents. Refine processes to increase efficiency, reduce errors, and identify bottlenecks. Use systems to report on workflow efficiency and quality metrics.
• Provide proactive and professional document support for all practice groups, including audio/digital dictation typing, copy typing, amending/formatting large and complex documents, producing comparisons, PDF conversions, and House Styling documents. Prepare diagrams, slides, spreadsheets, and other ad hoc requests as needed.
• Stakeholder Communication and Project Coordination: Serve as the main contact for the Document Services team, project managers, clients, and stakeholders. Plan document related aspects of projects to align with timelines and requirements.
• Compliance, Training, and Support: Ensure compliance with industry standards and legal regulations. Train and support staff in workflow protocols and best practices. Promote the use of document production tools and software.

• High Attention to Detail: Take responsibility for producing, checking your own work for accuracy of typing, layout, consistency of format and quality, and returning documents in accordance with corporate standards and service SLAs.
• Legal House Styling: Format large documents (produced in house and externally) during the negotiation of a transaction. Coordinate changes made to those documents by the legal team and client teams, ensuring consistency throughout the transaction.
• Business Development: Produce bids, flyers, legal updates, booklets, and team sheets while maintaining brand standards, consistency of message, design, and promoting regulatory compliance across all BAU materials with guidance from the Brand and Marketing team.
• Creative: Interpret briefs submitted by stakeholders or the Brand and Marketing team; lay out, create, or amend maps, graphs, charts, tables, imagery, lawyer photography, and promote visual identity best practices.

Proactively communicate with clients to clarify instructions, answer lawyers' calls and emails, and take ownership of queries and requests to ensure satisfactory responses. Additionally, assist clients by remoting onto their screens via Teams to resolve any queries or issues they may be facing.

Project a positive image of the Firm when dealing with internal clients and build and maintain effective relationships with internal and occasionally external clients and their teams. Ensure and take responsibility for consistently delivering excellent client service. Proactively collaborate with all other members of the team to ensure that the overall needs of the business are delivered consistently and efficiently. Take responsibility for providing a high quality document production, promotional, and presentation service to the firm, including sharing skills and ideas with the team. Quality check documents for colleagues when required and update the NDSM on any capacity or feedback issues. Occasional flexibility around start and finish times is essential due to the nature of this role and the business need. Technicians must be willing to work extra hours as and when deadlines require, particularly when large deals are closing.

• Advanced document production skills, including accurate typing, spelling, grammar, proofreading, and clear business correspondence. Proficiency in Word, PowerPoint, Excel, PDF software, automatic numbering, house styles, document management systems, Outlook, and Visio (desirable). Understanding of print/production processes and brand/visual identity best practices (desirable).
• Excellent communication and grammar skills, with attention to detail, ideally gained in a legal environment. Strong interpersonal skills and a friendly manner.
• Ability to meet tight deadlines while managing high volumes of work. Capability to develop self and share knowledge with the team. Ability to work independently in a home based role. Business awareness with a proactive, client focused approach. Team player with flexibility and adaptability. Strong adherence to detailed processes and service delivery.

We offer a flexible benefits package designed to support your wellbeing and career growth, including medical aid, enhanced family and carers leave, paid professional subscriptions, bonus eligibility, pension contributions, flexible working options, and access to our global learning academy.