Document Specialist

The Document Specialist is responsible for providing firm-wide document production support at an advanced to expert level using Microsoft Office products, department-specific software, and other tools to complete work requests, such as revisions, comparisons, formatting, proofing, document conversions, troubleshooting, and document stabilization.

• Manage and respond to document production requests, communicating expectations to complete the work in an efficient, accurate and timely manner, this includes managing requests with restricted access.
• Provide document processing services for requests received via the request management service that may take the form of email instructions, markups, notes, digital dictation, or voicemail; proofread and a quality-check of the work for appropriate formatting, spelling, and clarity (excluding legal language).
• Create or edit various documents of different file types, through copy-typing, transcription, scanning, converting, or other methods. The work includes integrating markups; use and management of tracked changes and comments; formatting; cleaning and stabilization of documents; cross-referencing; managing references; indexing; creating tables, graphs, charts, and objects; performing mail merges; making a fillable document form; adding or removing security features from a document; and splitting or combining documents.
• Troubleshoot documents (including up to an advanced technical level) to identify and fix issues preventing proper use.
• Convert and format various file types to different file types (e.g., Word, Excel, PDF), ensuring the converted content is legible, complete, and formatted as requested.
• Prepare blacklines of documents, workbooks, PDFs, or presentations and troubleshoot to obtain the most useful result using the most efficient programs, processes, and formatting strategies.
• Create or edit PDFs from various source documents or websites; revise PDFs; create links or hyperlinks; create table of contents; reduce the file size; add or remove security features; make a PDF form fillable; compile, combine, or split PDFs.
• Prepare or edit presentations, charts, workflows or timelines in PowerPoint or Visio.
• Create or edit Excel workbooks from various source documents, including entering and editing data; revising workbooks or worksheets; creating, editing, and troubleshooting formulas and formatting; formatting worksheets and workbooks for optimal viewing or printing; and preparing and revising pivot tables.
• Manage documents on or send documents from the document management system or ShareFile as needed. This includes uploading documents or versions, managing document properties, and searching for documents.
• Provide Litigation Trial support, such as preparing or revising trial documents according to standards, needs, and instructions.
• Assist with Corporate Data Room Index Updates, Marketing Quarterly presentation table/chart production, and administrative work as needed.
• Liaise and work closely with Legal Practice Assistants, and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. This includes organizing printing, scanning and delivery support, and redirecting incoming faxes.
• Work cooperatively with others in the team to schedule vacation, breaks, lunches, and absenteeism time to ensure the firm is well supported.
• Respond promptly to requests and work collaboratively with other departments and members of the firm.
• Participate in projects and initiatives as assigned.

• Legal Assistant diploma or post-secondary degree/diploma in Office Administration (or equivalent experience) is required.
• 5+ years’ related experience, preferably within a legal professional services firm.
• Expert in MS Office product suite.
• MOS Certification would be an asset but is not required.
• VBA programming knowledge would be an asset but is not required.
• Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
• Good working knowledge of legal terms, documents, and procedures including exceptional attention to detail and proofing abilities.
• Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
• Strong client service orientation combined with the ability to manage multiple client needs at the same time.
• Seeks to improve and grow their knowledge. Looks for and suggests improvement of processes and is open to new processes and adequately evaluates them.
• Proactive and takes initiative, while knowing when to question and when to simply proceed. Knows who to get involved when problems arise, or decisions need to be made.
• Collaborates well with others, offers support and assistance, and seeks same as needed. Demonstrates respect and maintains equanimity in difficult or challenging situations.
• Gets involved with projects and participates in managing the whole or their assigned parts.
• Ability to work in a high-pressure environment.
• Flexibility to occasionally work overtime.

The hours of this role are 9am - 5pm MT. This position is part of our hybrid work model, working 3 days a week in the office. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate’s skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.