Document Production Specialist - Legal Sector

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