Document Processing Manager

Opensity Solutions; Piper City (IL); On-site; USD 80,000 - 110,000; Full time

Job summary

Opensity Solutions, a leader in tech-enabled managed services for professional services, seeks a Senior Operations Supervisor to oversee multiple service lines and coordinate client services. You will liaise with external stakeholders and align internal teams to meet client needs.

The role emphasizes performance management, quality control, and strong communication. Vaccination compliance and professional collaboration are required in a fast-paced environment.

Qualifications

• Bachelor’s degree or equivalent experience.
• 3-5 years’ experience in a supervisor role or process management, preferably in a law firm environment.
• Advanced knowledge of legal policies and procedures.
• Excellent written and verbal communication skills.
• Strong interpersonal skills.
• Ability to organize, prioritize, and coordinate multiple assignments.
• Maintain confidential information.
• Make objective, independent judgments—ability to excel under pressure and provide quality work product.
• Clearly and effectively communicate with varying levels of people within the organization.
• Work productively and cooperatively with other employees.
• Employees are required to be fully vaccinated.

Responsibilities

• Oversee and direct the day-to-day business operations of multiple service lines on the account.
• Manage all performance management related duties with assistance from HR and team supervisor(s), as needed, to ensure employees are meeting performance standards and adhering to company policies.
• Ensure all team members achieve the goals and objectives of the account identifying issues and problems and recommending solutions to management.
• Maintain daily contact with customers in person, via telephone and through email to discuss needs, requirements, and deadlines, answer and resolve problems and negotiate time requirements as appropriate.
• Implement and maintain quality control mechanisms.
• Report utilization and productivity metrics to the client and provide expert knowledge, technical support, and training to the team to ensure operational efficiency.
• Work closely with the training team to evaluate skill sets, staff training, and development programs and customer service standards.
• Manage recruiting, interviewing, and selection of candidates for open positions.
• Test and troubleshoot new applications and upgrade releases, as necessary.
• Develop and generate statistical reports.
• Review customer satisfaction survey results and reworks; provide timely feedback and monitor issues through to remediation; ensure team completes requisite trainings.
• Resolve grievances and issues raised by lawyers, paralegals and other job requestors.
• Conduct team meetings as appropriate.
• Document and promote best practices, tip sheets, and QRGs.
• Practice and foster an atmosphere of teamwork and cooperation.

Skills

Team leadership

Legal policies

Communication

Multitasking

Education

Bachelor’s degree or equivalent experience

Job description

About Us

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

About Us

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Summary

Oversees the direct activities and workflow coordination, special projects, and workload distribution of the various client services that could include document processing, proofreading, administrative services, prebilling/billing assistance, or research. This position will serve as the liaison for all external stakeholders utilizing the services. This position will also serve as the liaison for all internal stakeholders.

Essential Job Responsibilities

• Oversee and direct the day-to-day business operations of multiple service lines on the account
• Manage all performance management related duties with assistance from HR and team supervisor(s), as needed, to ensure employees are meeting performance standards and adhering to company policies
• Ensure all team members achieve the goals and objectives of the account identifying issues and problems and recommending solutions to management
• Maintain daily contact with customers in person, via telephone and through email to discuss needs, requirements, and deadlines, answer and resolve problems and negotiate time requirements as appropriate.
• Implement and maintain quality control mechanisms
• Report utilization and productivity metrics to the client and provide expert knowledge, technical support, and training to the team to ensure operational efficiency
• Work closely with the training team to evaluate skill sets, staff training, and development programs and customer service standards
• Manage recruiting, interviewing, and selection of candidates for open positions
• Test and troubleshoot new applications and upgrade releases, as necessary
• Develop and generate statistical reports
• Review customer satisfaction survey results and reworks; provide timely feedback and monitor issues through to remediation; ensure team completes requisite trainings
• Resolve grievances and issues raised by lawyers, paralegals and other job requestors
• Conduct team meetings as appropriate
• Document and promote best practices, tip sheets, and QRGs
• Practice and foster an atmosphere of teamwork and cooperation

Qualifications & Characteristics

• Bachelor’s degree or equivalent experience
• 3-5 years’ experience in a supervisor role or process management, preferably in a law firm environment
• Advanced knowledge of legal policies and procedures
• Excellent written and verbal communication skills
• Strong interpersonal skills
• Ability to organize, prioritize, and coordinate multiple assignments
• Maintain confidential information
• Make objective, independent judgmentsAbility to excel under pressure and provide quality work product
• Clearly and effectively communicate with varying levels of people within the organization
• Work productively and cooperatively with other employees
• Employees are required to be fully vaccinated

The compensation range for this role is 80k-110k annually. The position has a shift of Mon-Fri 8a-5p AZT.

#INDHP

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.