Document Production Workflow Coordinator

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 required to 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 .

R241001404