Document Production Shift Coordinator

Document Production Shift Coordinator

Salary: £24,000 per annum, plus company benefits

Additional compensation: £20 monthly mobile allowance

Location: Remote

Contract: Permanent, full time

Shifts: 37.5 hours per week, Monday – Friday, 7:00am until 3:00pm with 30 minute unpaid lunch break

Work model: Remote

Applicants must live in the United Kingdom in order to be considered.

Purpose of the Role

The Document Production Shift Coordinator is responsible for managing all direct communications with client staff and promptly addressing any queries received by phone or email. The Workflow Coordinator will ensure high standards of customer service and communication are maintained. This role involves supporting Team Leaders in monitoring and improving the timeliness and quality of work produced by the document production team. The position has a mixed focus, with an expected 25/75 split between shift and workflow coordination, and document production tasks.

Key Responsibilities

Workflow Coordination

• Monitor the team’s workflow system and allocate work accordingly.
• Prioritize urgent tasks and ensure clients are kept informed of any issues or queries related to their work.
• Communicate any necessary deadline renegotiations to fee earners as promptly as possible, no later than 30 minutes after receiving the work request.
• Acknowledge all work requests within 15 minutes of receipt, if not already visible on the client’s system.
• Conduct quality checks on the team’s work, identifying errors related to grammar, punctuation, style, and content, and provide feedback for corrections.
• Assist team members with work-related queries and concerns.
• Ensure proper shift handovers and job transitions are completed in a timely and effective manner.

Team Coordination

• Train and develop new starters as well as existing team members.
• Maintain and update the Skillsbank, ensuring training requirements are met.
• Complete Root Cause Analysis (RCA) reports in the absence of the Team Leader.

Service Delivery and Office Coordination

• Assist with the implementation of new clients and manage due diligence processes.
• Conduct daily Engage system checks, making necessary corrections or amendments.
• Add fee earners to the Engage system as required.
• Collaborate closely with other Shift Coordinators to ensure continuous workflow coordination.
• Serve as the appointed person and/or Fire Warden, as required.

Document Production

• Produce and amend correspondence, documents, reports, deeds, and attachments from various sources, ensuring alignment with in-house style and client-specific systems/procedures.
• Process dictation files, video, and audio transcription using foot pedals or AI transcription tools.
• Create and modify PowerPoint presentations, organizational charts, mail merges, Excel spreadsheets, and graphs/diagrams.
• Conduct quality checks to ensure documents are accurate, align with the house style, and that relevant attachments are highlighted to personal assistants.
• Liaise with fee earners, team leaders, and secretaries/assistants as appropriate to provide updates on the progress of document production.

Personal Attributes

• Strong verbal and written communication skills.
• High proficiency in technical tools, particularly Microsoft Word, PowerPoint, and Excel.
• Professional, with excellent social and interpersonal skills.
• Experienced in leading a team and working under pressure.
• Capable of leading by example with a strong customer service focus.
• Experience in client service and/or a professional services environment.
• Skilled in building and maintaining client relationships.
• Highly organized, flexible, and proactive with a positive, solutions-oriented attitude.
• Strong problem-solving skills and the ability to perform well under pressure.
• Able to take initiative and develop effective solutions.
• Enthusiastic and self-motivated, with a strong work ethic.

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays(pro-rata for part time or fixed term roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at careersatWL@williamslea.com(we do not accept applications to this email address).