Document Specialist

We have an exciting opportunity for a Document Specialist to join our Document Production team, based in A&O Shearman's Belfast office.

Document Services team - Belfast:
Document Services consists of the following teams:
The Bridge, Document Production, Document Checking, Central Records, Central Scanning and E-Bibles, Practice Support, Office Assistants, and the Print Room. The Document Production team work on and oversee high quality documents in accordance with the needs of the department's clients, including creating and amending documents, pdf to word conversions, comparisons, MSOffice based marketing collaterals and health checks.

• Amend, format and produce a wide range of complex legal and business documents in Microsoft Word, ensuring compliance with house style standards and client requirements.
• Create, maintain and update branded templates, brochures, flyers and other document assets in line with corporate branding guidelines.
• Design and produce professional tables, flowcharts, organisational charts, diagrams and other visual content to a high standard.
• Conduct comprehensive document reviews to ensure consistency, accuracy, formatting integrity and adherence to quality standards.
• Perform document health checks and troubleshoot formatting, structural and technical issues across Microsoft Word, Excel and PowerPoint documents.
• Utilise specialist software to produce accurate document comparisons.
• Diagnose and resolve textual, graphic and software-related issues using document repair and cleaning tools, including DocXTools and similar applications.
• Create, edit and manage PDF documents using Adobe Acrobat and other relevant software.
• Act as a subject matter expert on document formatting, templates, styles and best practice, promoting adherence to house style standards across the firm.
• Build and maintain effective working relationships with Business Services teams, supplier partners and stakeholders across multiple jurisdictions and locations.
• Establish and maintain trusted relationships with internal and external clients through the delivery of high-quality, responsive services.
• Manage workload effectively, ensuring priorities are met, deadlines achieved and accurate handovers provided to colleagues where required.
• Interpret and implement client instructions accurately, proactively seeking clarification where necessary while following departmental procedures and controls.
• Undertake additional duties consistent with the role and departmental requirements to support the delivery of high-quality documentation and client service.

Due to business requirements, we have the following shift patterns available:

• Pattern 1:
  Monday to Friday, 9:00am - 5:30pm; or Pattern 2:
  Sunday to Thursday, 9:00am - 5:30pm, with a premium hours payment included as part of the overall compensation package.

• Advanced use of MS Word (styles, tables of contents, macros, tracked changes)
• Proficiency in Excel, PowerPoint, and Adobe Acrobat
• Experience of using document management systems, with the ability to learn new systems quickly
• Eye for detail and experience of working on complex technical documents
• Experience of working in a professional services environment
• Commitment to delivering a high standard of client service, with the ability to react quickly and appropriately to changes in client and business needs.

• Occupational pension scheme
• Group income protection cover
• Mental health resources and free apps
• Health and wellbeing services encompassing GP service, emergency back-up care support, parental and special leave, online discounts and lifestyle management services
• Flexible working: hybrid working, allowing up to 40% working time from home, remaining 60% in person

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.