Legal Document Production Specialist

key responsibilities and skills

Our vision is to deliver a world-class, human-centred, tech-enabled PA and admin service that delivers measurable results, today and into the future.

The Centre of Excellence (COE) is the driving force behind SmartPA , where strategy comes to life. As part of this dynamic, client-facing department, you’ll be the heartbeat of our business – delivering high-impact, tailored support to clients daily.

In the role of Legal Document Production Specialist , you’ll play a pivotal role in delivering high-quality, accurate, and consistent document production support for a law firm client account . You’ll work as an extension of your client’s business, producing 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 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, and amend 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, 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 legal document work

- Demonstrated experience producing and managing 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

Originally posted on Himalayas