Document Specialist

Urban Legal Recruitment is very pleased to be working with our esteemed client in the recruitment of a highly skilled Document Specialist to join their Calgary office.

This is an excellent opportunity for a detail-oriented professional with advanced document production experience gained within a legal or professional services environment. The successful candidate will play a key role in providing firm-wide document support, utilizing advanced Microsoft Office skills and specialized software to produce, edit, format, troubleshoot, and manage complex legal and business documents.

This position offers a hybrid work environment, competitive compensation, and the opportunity to work with a collaborative and highly regarded team.

Key Responsibilities

• Manage and respond to document production requests, ensuring work is completed accurately, efficiently, and within established timelines, including requests with restricted access.
• Provide document processing services based on email instructions, markups, notes, digital dictation, or voicemail requests.
• Proofread and quality-check documents for formatting, spelling, consistency, and clarity (excluding legal language).
• Create and edit a variety of document types through copy-typing, transcription, scanning, conversion, and other methods.
• Integrate markups, tracked changes, comments, cross-references, indexing, and document management features.
• Format, stabilize, clean, and troubleshoot complex documents to ensure usability and consistency.
• Create and maintain tables, charts, graphs, objects, mail merges, and fillable forms.
• Add, remove, and manage document security features.
• Split, combine, and organize documents as required.
• Troubleshoot document issues, including advanced technical challenges that impact functionality.
• Convert and format files between Word, Excel, PDF, and other formats while maintaining document integrity.
• Prepare and troubleshoot document comparisons (blacklines) using the most effective tools and processes.
• Create and revise PDF documents, including hyperlinks, tables of contents, security settings, fillable forms, and file optimization.
• Prepare and edit PowerPoint presentations, workflows, timelines, and visual materials using PowerPoint and Visio.
• Create, revise, and troubleshoot Excel workbooks, including formulas, formatting, data management, and pivot tables.
• Manage documents within the firm's document management system and ShareFile, including uploading, version control, document properties, and searches.
• Provide litigation trial support, including preparation and revision of trial materials.
• Assist with Corporate Data Room Index updates, marketing presentation materials, and other administrative projects as required.
• Work closely with Legal Practice Assistants and Support Assistants to ensure timely completion of tasks and workflow coordination.
• Coordinate printing, scanning, delivery support, and fax redirection as needed.
• Collaborate with team members to ensure appropriate coverage for vacations, breaks, lunches, and absences.
• Respond promptly to requests and maintain strong working relationships across all departments.
• Participate in special projects and firm initiatives as assigned.
• Qualifications & Experience
• Legal Assistant Diploma, Office Administration Diploma, or equivalent combination of education and experience.
• Minimum of 5 years of related experience, preferably within a legal or professional services environment.
• Expert-level proficiency with the Microsoft Office Suite.
• Strong working knowledge of legal terminology, legal documentation, and legal procedures.
• Exceptional proofreading, formatting, and attention-to-detail skills.
• Excellent organizational and time-management abilities with the capacity to manage competing priorities and deadlines.
• Strong verbal and written communication skills and the ability to interact effectively with individuals at all levels of an organization.
• Outstanding client service orientation and the ability to manage multiple requests simultaneously.
• A proactive, solution-oriented approach with strong problem-solving abilities.
• Demonstrated initiative, sound judgment, and the ability to work independently.
• Strong collaboration skills and a willingness to support colleagues and contribute to team success.
• Ability to thrive in a fast-paced, high-volume environment.
• Flexibility to work occasional overtime when required.
• Preferred Qualifications
• Microsoft Office Specialist (MOS) Certification would be considered an asset.
• VBA programming knowledge would be considered an asset.

Additional Information

• Hours of work are 9:00 a.m. – 5:00 p.m. Mountain Time.
• This position follows a hybrid work model, requiring three days per week in the office.
• During the onboarding and training period, successful candidates will be expected to attend the office more frequently to facilitate cross-training and integration into the team.

Interested and qualified candidates are invited to apply in confidence by submitting their resume to Shona Tischner at Urban Legal Recruitment.

At Urban Legal Recruitment, we prioritize discretion and confidentiality. We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.