Document Specialist

A&O Shearman; Belfast City District; On-site; GBP 30,000 - 45,000; Full time

Job summary

A&O Shearman in Belfast is seeking a Document Specialist to join the Document Production team. Based in our Belfast office, you will amend, format and produce complex legal and business documents in Word, ensuring compliance with house styles and client requirements.

You will design templates, diagrams and visual content, perform health checks, troubleshoot formatting, and produce PDFs. The role requires advanced Word skills, proficiency in Excel/PowerPoint, experience with document management

Qualifications

• Advanced use of MS Word (styles, tables of contents, macros, tracked changes).
• Proficiency in Excel, PowerPoint, and Adobe Acrobat.
• Experience with document management systems and quick-learning abilities.

Responsibilities

• Amend, format and produce complex legal and business documents in Word.
• Create, maintain and update branded templates, brochures and document assets.
• Design professional tables, flowcharts, organisational charts and diagrams.
• Conduct comprehensive document reviews for consistency and quality.
• Perform document health checks and troubleshoot formatting issues.
• Utilise DocXTools and similar tools for document comparisons.
• Create, edit and manage PDF documents using Acrobat.
• Act as subject matter expert on formatting, templates and house styles.
• Build relationships with teams and stakeholders across locations.
• Handle workload with deadlines and clear handovers.

Skills

Attention to detail

Excellent communication skills

Experience in professional services

Client service orientation

Tools

MS Word

Excel

PowerPoint

Adobe Acrobat

Job description

We have an exciting opportunity for a Document Specialist to join our Document Production team, based in A&O Shearman's Belfast office.

Document Services team - Belfast

Document Services consists of the following teams: The Bridge, Document Production, Document Checking, Central Records, Central Scanning and E-Bibles, Practice Support, Office Assistants, and the Print Room.

The Document Production team work on and oversee high quality documents in accordance with the needs of the department's clients, including creating and amending documents, pdf to word conversions, comparisons, MSOffice based marketing collaterals and health checks.

What you will do

• Amend, format and produce a wide range of complex legal and business documents in Microsoft Word, ensuring compliance with house style standards and client requirements.
• Create, maintain and update branded templates, brochures, flyers and other document assets in line with corporate branding guidelines.
• Design and produce professional tables, flowcharts, organisational charts, diagrams and other visual content to a high standard.
• Conduct comprehensive document reviews to ensure consistency, accuracy, formatting integrity and adherence to quality standards.
• Perform document health checks and troubleshoot formatting, structural and technical issues across Microsoft Word, Excel and PowerPoint documents.
• Utilise specialist software to produce accurate document comparisons.
• Diagnose and resolve textual, graphic and software-related issues using document repair and cleaning tools, including DocXTools and similar applications.
• Create, edit and manage PDF documents using Adobe Acrobat and other relevant software.
• Act as a subject matter expert on document formatting, templates, styles and best practice, promoting adherence to house style standards across the firm.
• Build and maintain effective working relationships with Business Services teams, supplier partners and stakeholders across multiple jurisdictions and locations.
• Establish and maintain trusted relationships with internal and external clients through the delivery of high-quality, responsive services.
• Manage workload effectively, ensuring priorities are met, deadlines achieved and accurate handovers provided to colleagues where required.
• Interpret and implement client instructions accurately, proactively seeking clarification where necessary while following departmental procedures and controls.
• Undertake additional duties consistent with the role and departmental requirements to support the delivery of high-quality documentation and client service.

Working hours for the role will be Monday to Friday, 9:00am – 5:30pm.

What you will have

• Advanced use of MS Word (styles, tables of contents, macros, tracked changes)
• Proficiency in Excel, PowerPoint, and Adobe Acrobat
• Experience of using document management systems, with the ability to learn new systems quickly
• Eye for detail and experience of working on complex technical documents
• Experience of working in a professional services environment
• Excellent communication skills
• Commitment to delivering a high standard of client service, with the ability to react quickly and appropriately to changes in client and business needs.

What we can offer you

To learn more about the culture and benefits available at A&O Shearman, please visit: Culture and benefits | A&O Shearman careers

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.

We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

NO AGENCIES PLEASE - A&O Shearman does not accept unsolicited CVs. For further information, please see our UK Recruitment Agency Policy and our commitment to direct sourcing here.