Document Specialist

FBT Gibbons LLP; Newark (NJ); On-site; USD 55,104 - 68,880; Full time

Benefits offered by this job

Health care coverage

Life insurance

Paid time off

401(k) plan with employer matching

Job summary

FBT Gibbons LLP seeks a detail-oriented Document Specialist to provide exceptional document processing support by preparing, formatting, and refining complex legal documents that drive success for attorneys and clients. The ideal candidate is highly organized with expert Word skills, exceptional attention to detail, and a commitment to producing polished documents with precision.

Schedule: Monday–Friday, 12:00pm–8:00pm EST.

Qualifications

• High school diploma or equivalent.
• 3+ years of word processing experience.
• Expert level skills in Microsoft Word.
• Proficient in working with Tables of Authorities and Tables of Contents for litigation matters.
• Intermediate level of skills in Microsoft Excel.
• Ability to convert documents from PDF to Word.
• Ability to clean up documents after conversion of documents and add auto numbering.
• Legal knowledge preferred but not required.
• Strong organization and ability to meet deadlines.
• Attention to detail and proofreading skills.
• Excellent interpersonal communication for liaising with clients and attorneys.
• Willingness to cover irregular hours when needed.

Responsibilities

• Create, revise and proofread complex legal documents to specifications.
• Create, format and edit Excel documents.
• Create, format and edit PowerPoint presentations.
• Track changes using firm software.
• Convert PDFs to various formats and ensure style compliance.
• Type correspondence and reports from rough drafts or dictation.
• Review work for spelling and formatting accuracy.
• Sort and compile data, retrieve and merge documents.
• Reformat documents and rearrange information as needed.
• Prioritize workload to meet deadlines and respond to status inquiries.
• Provide training and support to users for common tasks.
• Maintain confidentiality and security of sensitive information.
• Cover shifts as needed when other specialists are unavailable.

Skills

Attention to detail

Organization

Communication

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Tables of Authorities

Tables of Contents

Job description

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve.

At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together. We welcome talented professionals who bring valuable skills, a collaborative mindset, and a shared commitment to helping our firm and clients thrive. Here, you’ll make meaningful contributions, collaborate with exceptional colleagues, and build a career that grows with your skills and ambitions.

We are currently seeking a detail-oriented Document Specialist to provide exceptional document processing support by preparing, formatting, and refining complex legal documents that help drive the success of our attorneys and clients.

The ideal candidate is a highly organized and collaborative professional with expert Microsoft Word skills, exceptional attention to detail, and a commitment to producing polished legal documents with precision and efficiency.

The schedule for this position is Monday-Friday, 12:00pm – 8:00pm EST.

Key Responsibilities:

• Create, revise and proofread complex legal documents to specifications using advanced word processing skills and software knowledge.
• Create, format and edit Excel documents ranging from basic to advanced levels.
• Create, format and edit PowerPoint presentations, ensuring adherence to firm branding standards.
• Compare documents and track changes using firm-specific software.
• Convert PDF documents into various formats, ensuring updates align with style requirements.
• Type correspondence, reports and other written material from rough drafts, corrected copies, voice recordings, dictation, or previous versions.
• Review completed work for spelling, grammar, punctuation, and formatting accuracy to maintain high-quality standards.
• Electronically sort and compile text and numerical data, retrieving, updating, and merging documents as required.
• Reformat documents and rearrange information as necessary.
• Manage and prioritize workload effectively to meet deadlines. Respond to inquiries regarding status of projects.
• Provide training and support to users for common tasks frequently requested.
• Maintain confidentiality and security of sensitive information.
• Maintain flexibility in scheduling to cover shifts in the absence of other Document Specialists as needed.

Job Requirements:

• High school diploma or equivalent.
• 3+ years of word processing experience required.
• Expert level skills in Microsoft Word.
• Proficient in working with Tables of Authorities and Tables of Contents for litigation matters.
• Intermediate level of skills in Microsoft Excel skills.
• Ability to convert documents from PDF to Word.
• Ability to clean up documents after conversion of documents and add auto numbering.
• Knowledge of legal practices at a level normally acquired through formal training or its equivalent is preferred
• Ability to organize and prioritize numerous tasks and complete them under time constraints.
• Ability to concentrate and pay close attention to detail.
• Ability to proofread typed material for contextual, grammatical, typographical, or spelling errors.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow the instruction effectively from a diverse group of clients, attorneys and business professionals and provide information with ordinary courtesy and tact.
• This position exercises a moderate level of discretion and independent judgment and requires the ability to work collaboratively and cooperatively with others in a team-oriented environment.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours and flexibility with hours to cover absences of other Document Specialists.

FBT Gibbons is fully committed to equality of opportunity in all aspects of employment. It is the policy of FBT Gibbons to provide equal employment opportunity to all employees and applicants without regard to race, color, religion, national or ethnic origin, military status, veteran status, age, gender, gender identity or expression, sexual orientation, genetic information, physical or mental disability or any other protected status.

FBT Gibbons offers a competitive salary and a comprehensive benefits package, including health care coverage (medical, dental, and vision), life insurance, short- and long-term disability, paid parental leave, employee wellbeing and EAP programs, paid time off, and a 401(k) retirement plan with employer matching and profit-sharing. Benefit offerings and eligibility vary by location and are subject to applicable plan terms and legal requirements.

The pay range for this role accounts for the wide range of factors considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certificates; and other business and organizational needs. For applicants physically based in New Jersey, a reasonable estimate of the current range is $40.00 - $50.00 hourly. Actual pay will be determined based on skills, relevant experience and other job-related factors, consistent with applicable employment laws.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Applicants must be authorized to work in the United States without current or future employer sponsorship. FBT Gibbons does not provide visa sponsorship for this position.