Legal Document Specialist

Custom Group Companies
Palo Alto
May 02, 2023
May 30, 2023
Trademark Agent
Contract Type
Our client, a leading global law firm in 30 countries is seeking a Legal Document specialist at their Silicone Valley for a 6 month maternity leave HYBRID position.
The days needed are Monday–Friday with a blended schedule Monday & Wednesday in office and Tuesday, Thursday & Friday remote. The hours are 10am–6:30pm (PT).

The potential start date is the second week in July.

Department purpose:

Document Services consists of 10 teams delivering the following services: The Bridge (Document Services Helpdesk), Document & Design (Document Production, Creative Services, Presentations and Document Checking), Central Records, Central Scanning and E–bible, Office Assistants, Mail Room and Print Room.

Role purpose:

To provide a timely and high quality document production service in accordance with the needs of the department's clients. Producing high–quality documents, ensuring that all work is completed efficiently, accurately and to the highest standard within defined time frames using all resources and applications efficiently.

Key relationships
– To build and maintain solid internal relationships through proactive communication with other teams within the Document Services
– To build and maintain strong working relationships with other teams in Document Services and Business Services, across the Americas, Belfast, London, and offshore teams
– To build and maintain solid external working relationships through proactive communication with the department's clients (lawyers, PAs, paralegals and other support staff)

Job description:

Role and responsibilities:

– To create and amend a wide range of documents in house style guides or bespoke client requirements, ensuring the highest standard of documentation. Strong native MS Word skills are a pre–requisite. Familiarity with GoogleDocs needed
– To carry out other document production tasks, both ad hoc and as part of standard departmental practice, to ensure that the quality of documentation is in line with the expectations of the firm
– To take instruction from the department's clients, clarifying queries as appropriate, following the required administrative and technical procedures
– To provide guidance to other Document Center teams on styles/formatting and use of the English (US & UK) language
– To keep personal workload under active review and to advise colleagues responsible for workflow, the department's clients or Supervisor immediately of any potential issues
– To effectively utilize CRM system to manage personal workload, adding updates and pertinent information in real time to facilitate smooth execution/handover on ongoing projects
– To be flexible with regard to work location and working hours. This may entail working in the Silicon Valley office for special projects and meetings. Although training will be provided on shift whenever possible, it may sometimes be necessary to attend certain training courses off shift
– To be flexible in undertaking these duties and any other duties as required
– Flexible and Pro–active, 'can do' attitude; positive and resilient
– Strong communication skills
– Friendly and approachable
– Committed to personal development

Key requirements:

– Minimum of 5 years of legal document specialist services experience as it relates to corporate, banking, intellectual property, litigation and real estate
– Experience performing
o Legal word processing skills to include styling, cross–referencing, bookmarking, table of contents, generating index tables, de–corruption techniques, handling manual field codes switches, trouble–shooting corrupt/problematic documents
In–house style; or through
As–Is formatting with native MS Word styles
o Advanced MS Excel skills to include formulas, Vlookups, graphing, pivot tables, PowerQuery, setting up worksheets for print, etc.
o PowerPoint presentation skills to include slide transitions, animation either in accordance with company brand standards or via custom template creation/maintenance
– Working knowledge of
offering memorandums

cross–references checks
pleadings and court filings
–Eye for detail and computer literacy
– Thorough understanding of working in a deadline–driven environment
– Committed to personal development
– Excellent oral and written communication
– Excellent client service skills
– Proven organizational skills, with the ability to prioritize and manage own workload
– Flexible and proactive approach
– Committed to delivering a high standard of service

Technical Skills:
– MSWord 2016 and/or 365
– MSPowerPoint 2016 and/or 365
– MS Visio 2016
– MS Outlook 2016
– iManage
– Workshare Compare and/or Change–Pro Standard/PowerPoint/Excel
– Adobe Acrobat DC Pro
– Transcription skills