Retail CSR at Park Insurance providing personal lines insurance in Burnaby. Responsible for sales, customer service, and insurance evaluation duties.
About the role
- Document Specialist responsible for advanced document production support using Microsoft Office in a legal firm. Collaborating with teams and managing document requests efficiently in hybrid model.
Responsibilities
- Manage and respond to document production requests, communicating expectations to complete the work in an efficient, accurate and timely manner, this includes managing requests with restricted access.
- Provide document processing services for requests received via the request management service that may take the form of email instructions, markups, notes, digital dictation, or voicemail; proofread and a quality-check of the work for appropriate formatting, spelling, and clarity (excluding legal language).
- Create or edit various documents of different file types, through copy-typing, transcription, scanning, converting, or other methods.
- The work includes integrating markups; use and management of tracked changes and comments; formatting; cleaning and stabilization of documents; cross-referencing; managing references; indexing; creating tables, graphs, charts, and objects; performing mail merges; making a fillable document form; adding or removing security features from a document; and splitting or combining documents.
- Troubleshoot documents (including up to an advanced technical level) to identify and fix issues preventing proper use.
- Convert and format various file types to different file types (e.g., Word, Excel, PDF), ensuring the converted content is legible, complete, and formatted as requested.
- Prepare blacklines of documents, workbooks, PDFs, or presentations and troubleshoot to obtain the most useful result using the most efficient programs, processes, and formatting strategies.
- Create or edit PDFs from various source documents or websites; revise PDFs; create links or hyperlinks; create table of contents; reduce the file size; add or remove security features; make a PDF form fillable; compile, combine, or split PDFs.
- Prepare or edit presentations, charts, workflows or timelines in PowerPoint or Visio.
- Create or edit Excel workbooks from various source documents, including entering and editing data; revising workbooks or worksheets; creating, editing, and troubleshooting formulas and formatting; formatting worksheets and workbooks for optimal viewing or printing; and preparing and revising pivot tables.
- Manage documents on or send documents from the document management system or ShareFile as needed. This includes uploading documents or versions, managing document properties, and searching for documents.
- Provide Litigation Trial support, such as preparing or revising trial documents according to standards, needs, and instructions.
- Assist with Corporate Data Room Index Updates, Marketing Quarterly presentation table/chart production, and administrative work as needed.
- Liaise and work closely with Legal Practice Assistants, and Support Assistants, as appropriate, to ensure tasks are completed within a timely manner. This includes organizing printing, scanning and delivery support, and redirecting incoming faxes.
- Work cooperatively with others in the team to schedule vacation, breaks, lunches, and absenteeism time to ensure the firm is well supported.
- Respond promptly to requests and work collaboratively with other departments and members of the firm.
- Participate in projects and initiatives as assigned.
Requirements
- Legal Assistant diploma or post-secondary degree/diploma in Office Administration (or equivalent experience) is required.
- 5+ years’ related experience, preferably within a legal professional services firm.
- Expert in MS Office product suite.
- MOS Certification would be an asset but is not required.
- VBA programming knowledge would be an asset but is not required.
- Excellent organizational and time management skills to effectively prioritize and meet deadlines with minimal supervision.
- Good working knowledge of legal terms, documents, and procedures including exceptional attention to detail and proofing abilities.
- Excellent communication skills (verbal and written) with the ability to interact with individuals at all levels within the organization.
- Strong client service orientation combined with the ability to manage multiple client needs at the same time.
- Seeks to improve and grow their knowledge.
- Looks for and suggests improvement of processes and is open to new processes and adequately evaluates them.
- Proactive and takes initiative, while knowing when to question and when to simply proceed.
- Collaborates well with others, offers support and assistance, and seeks same as needed.
- Demonstrates respect and maintains equanimity in difficult or challenging situations.
- Gets involved with projects and participates in managing the whole or their assigned parts.
- Ability to work in a high-pressure environment.
- Flexibility to occasionally work overtime.
Benefits
- Hybrid work model
- 3 days a week in the office
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