Document Processing Coordinator (Overnight)

Document Processing Coordinator (Overnight)

Cooley is seeking a Document Processing Coordinator to join the Document Processing team.

Position summary:  The Document Processing Coordinator is responsible for providing document production support and coordination of work requests firmwide. The Document Processing Coordinator will provide technical leadership by working together with document specialist and proofreader teams across both domestic/international office locations and schedules in an effort to provide the highest level of customer service and quality. Responsibilities include, but are not limited to the following:

Schedule for Work Week: Monday - Friday 7:30 PM – 4:00 AM Pacific Time

Position responsibilities:

• Serving as the department liaison, coordinate and prioritize document production and work requests/submissions for the Document Processing department ensuring completion of all projects by the date/time requested by enlisting assistance from document processing team members
• Proactively gather additional information from end-users associated with each work request, as needed
• Monitor and address style problems evidenced in work product of practitioners and business professionals; assist practitioners, business professionals, other system users and document processing team members in document design and provide general and higher-level troubleshooting support 
• Document Processing Production:

• Create new and revise existing documents in Microsoft Word, Excel, PowerPoint, and Visio using conversion of electronic file or new input typing, or by downloading and reformatting documents from Internet resources such as EDGAR databases
• Reformat existing documents into Cooley templates and standard or custom formats
• Convert documents to Word, Excel, PowerPoint and Visio from a variety of applications and file formats, such as pdf
• Transcribe analog or digital dictation files
• Proofread all edits made or word-for-word for new input, or conversion projects for accuracy
• Troubleshoot issues in multiple software applications, including Word, Excel and PowerPoint
• Answer hotline calls, proxy on to user workstations and respond and resolve user document and software issues
• Create fill-in forms in Acrobat
• Create charts, graphs, tables and spreadsheets as requested
• Use email, including email with multiple attachments
• Transfer documents to/from secure file transfer platforms
• Conduct Internet, intranet, network and archive searches, as requested
• Download/Save/Print to PDF from various Data sites
• Mark and generate Table of Contents and Table of Authorities (utilizing Best Authority)
• Perform redlines using Litera Compare and native Word
• Log work and cost recovery information
• In a backup role to secretaries or practice team assistants, maintain firmwide contacts in Salesforce

• Other:

• Provide feedback on Document Specialist/Proofreader team members during the annual feedback process
• Participate in the interview process for new Document Specialists/Proofreaders, as requested

• All other duties as assigned or required

Skills & experience: 

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Advanced knowledge of Microsoft Office Suite, iManage, Excel, Visio, Acrobat, IntApp, eDictation, Salesforce, Litera Compare, and Best Authority
• Available to work overtime and flexible schedule, as required
• General understanding of personal computers
• 5+ years previous advanced document processing/troubleshooting experience in a departmental setting supporting practitioners and other business professionals
• Previous experience supporting multi-locations and time zones
• Strong critical thinking and problem-solving skills with demonstrated ability to promptly identify underlying issues and efficiently implement solutions
• Fast and accurate typing

Preferred:

• Bachelor’s Degree
• Previous legal document processing workflow coordination experience

Competencies:

• Ability to professionally handle conflicting demands under extreme time constraints from practitioners and business professionals
• Ability to work independently and under pressure in a sedentary manner for long periods of time
• Excellent command of English language
• Ability to interact with team members at all levels in a professional and respectful manner at all times
• Ability to work through complex legal docu