Document Preparation Coordinator

Anderson Knight; City of Edinburgh; Hybrid; GBP 80,000 - 100,000; Full time

Job summary

A leading recruitment firm is seeking a detail-oriented candidate for a document production role in Edinburgh. The successful candidate will produce and format documents, ensuring they adhere to company standards. Advanced proficiency in Microsoft Word, Excel, and PowerPoint is essential. The position offers a hybrid working model and the chance to contribute to projects aimed at improving document processes.

Qualifications

• Experience in a document production role.
• Proficient in document formatting, including styles and templates.
• Ability to work under pressure and meet deadlines.

Responsibilities

• Produce, amend, and format documents using various software applications.
• Ensure all documents comply with company style guides.
• Edit documents and manage communications regarding document production.

Skills

Organisational skills

Technical skills

Problem-solving abilities

Attention to detail

Advanced Microsoft Word

Advanced Microsoft Excel

Advanced Microsoft PowerPoint

Job description

The successful candidate will be responsible for producing, amending, and formatting documents using a range of software applications including Microsoft Word, PowerPoint, Excel, and other relevant tools. This includes ensuring documents conform to company style guides, editing and converting documents, and meeting required deadlines.

Location: Edinburgh (Hybrid)

Hours: 9am – 5pm

Key Responsibilities

• Ensure all documents are accurate, well-presented, and compliant with company standards after editing and redrafting.
• Meet deadlines set by team members and consolidate any challenges or delays to the relevant parties.
• Handle communications, including phone calls, emails, and messages, regarding specific instructions for document production.
• Be flexible in working additional hours when necessary to meet urgent deadlines.
• Support special projects and assist in ad hoc requests as required.
• Adapt to shifting priorities to accommodate changing needs and meet deadlines.
• Utilise company systems and procedures to maximize efficiency and productivity.
• Provide assistance across teams as needed and share knowledge to help resolve document-related queries.
• Seek training opportunities as needed and communicate effectively with colleagues regarding workflow.
• Build and maintain positive working relationships with colleagues across departments.
• Assist with formatting client-specific documents and maintain document templates.
• Update and maintain internal precedents, ensuring they are aligned with company standards.
• Assist in the creation of bundled documents and other materials for colleagues when required.
• Proactively identify training needs and collaborate with IT Training teams to address them.
• Contribute to projects and initiatives aimed at improving document production processes and maintaining a consistent company style.

Essential

• Strong organisational and technical skills with attention to detail.
• Excellent problem-solving abilities.
• Proven experience in a document production role.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Knowledge of document formatting, templates, and styles (e.g., cross-referencing, table of contents, track changes).

Desirable

• Experience in a similar role within the legal or professional services sector.

Business/Work Management

• Works effectively as part of a team, collaborating with colleagues to achieve objectives within deadlines.
• Keeps colleagues and clients informed of progress and any changes.
• Adheres to all company policies and procedures, including financial protocols.
• Demonstrates good preparation for meetings and follows through on action points.

Submit your CV in confidence to be considered for this wonderful opportunity.