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Open nowPosted 25 days ago

Document Production Specialist - Legal Sector

smart-pa6 open roles

Where
South Africa - REMOTE
Work mode
Remote
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Your applicationOpen nowDocument Production Specialist - Legal Sectorsmart-pa · South Africa - REMOTE

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The clock on this job

Early applications get read.

12.3% of postings close within 7 days. Measured by our own scanner across the market. smart-pa postings stay open a median of 11 days.

Share of postings closed within
  1. 2.1%1 day
  2. 4.5%3 days
  3. 12.3%7 days
  4. 19.3%14 days
  5. 35.6%30 days
  6. 58.1%60 days
This job: posted 25 days ago

smart-pa median: 11 days open

The posting

Key Responsibilities and Skills

In the role of Document Production Specialist, you’ll play a pivotal role in delivering high-quality, accurate, and consistent document production and formatting support for a law firm client account. You’ll work as an extension of your client’s business, formatting complex documents to exacting standards, building trusted relationships, and making a tangible impact on client success through precision, professionalism, and expertise.

Here’s what your day-to-day will look like:

Collaborate & Deliver Excellence

  • Work closely with your client and support teams to deliver accurate, timely, and high-quality document production and formatting support
  • Operate within our pod structure, collaborating with colleagues to ensure seamless service delivery and effective workload management
  • Share ideas and best practice to continuously improve document quality, and client outcomes

Manage Document Production with Precision

  • Produce, format, amend and quality check a wide range of documents including correspondence, agreements, reports, bundles, and presentations, ensuring exceptional attention to detail
  • Reformat documents into house style, confidently working with precedents, numbering, tables, tracked changes, and complex formatting requirements
  • Troubleshoot and resolve formatting issues, repair corrupt documents, and address inconsistencies efficiently and proactively
  • Accurately process tracked changes and use document comparison tools to ensure version control and accuracy
  • Produce transcription using digital dictation when required

Use Technology to Enable Success

  • Work confidently with document management systems including Liberate, Litera, iManage, and Katchr dashboards, following client and firm processes
  • Work with MS Office, PDFdocs, DocuSign, MS Teams, and other relevant software to manage, produce, and deliver documentation effectively
  • Stay up to date with systems, workflows, and best practice, embracing new technology and ways of working

Build Trusted Client Relationships

  • Act as a trusted partner to your client, anticipating needs and consistently delivering to a high standard
  • Communicate clearly and professionally with lawyers, business teams, and Practice Support colleagues, seeking clarification where needed
  • Represent SmartPA’s values authentically, acting as a positive brand ambassador in every interaction

Stay Adaptable & Support the Team

  • Work flexibly to support colleagues during peak workloads, deadlines, or periods of absence
  • Contribute to maintaining and improving process documentation, team knowledge, and ways of working
  • Approach new challenges with a solution-focused mindset, thriving in a fast-paced and detail-driven environment

Skills

We’re looking for someone who:

  • Thrives in a high-standards, client-focused environment where accuracy and attention to detail are critical
  • Takes pride in delivering exceptional document production and support services
  • Can manage their workload effectively, balancing deadlines with quality and precision
  • Communicates clearly, professionally, and confidently with stakeholders at all levels
  • Enjoys contributing ideas to improve processes, workflows, and client outcomes

Experience

Essential:

  • Minimum 2 years' experience in document production and formatting work
  • Demonstrated experience producing and formatting complex documents in administrative or legal support roles
  • Strong experience with complex Word documents, including styles, templates, tracked changes, and formatting
  • Excellent literacy, numeracy, and attention to detail, with advanced MS Word skills and proficiency in Excel, PowerPoint, and Outlook
  • Familiarity with tools such as PDFdocs, DocuSign, and digital dictation software
  • Ability to meet tight deadlines while maintaining accuracy and attention to detail
  • Strong communication skills, able to build constructive working relationships at all levels
  • Flexible and adaptable, thriving in a fast-paced environment and contributing effectively within a team

Work Remotely

Yes

Schedule

Hours of Work: 16:00 – 00.00 GMT (from March to October 17:00 – 01:00 SAST, from October to March 18:00 – 02:00 SAST)

Job Type

Full-time, permanent.

What's in it for you?

At SmartPA, we believe in rewarding talent and supporting your growth:

  • Competitive salaries
  • Full time, remote work
  • 33 days holiday: because rest fuels greatness
  • Department incentives
  • Employee Assistant Programme
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