Document Processing Supervisor

3 weeks ago

New York, United States Ropes & Gray LLP Full time

About Ropes & Gray:
The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.

The firm has consistently been recognized for its leading practices in many areas, including asset management, private equity, M&A, finance, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

Overview:
This position is responsible for the supervision of the Document Processing staff and the smooth coordination of client work and other administrative tasks. Encourages and promotes teamwork and cooperation for the Document Processing group. Works with team members to identify problems and provide resources. Communicates and supports firm wide policies and professional practices. In conjunction with the Director, successfully and appropriately identifies and resolves employee relations issues. Performs regular quality control checks on work. Provide excellent client service, including delivering quality work product, coordinating staffing schedules and adhering to tight deadlines. Ensures the efficient and fair distribution of work assignments and projects. Promotes training to enhance technical and customer service skills. Provide a reliable leadership presence. Provides document assistance and works on DP job requests as needed.

**Responsibilities**:
1. Responsible for the quality and efficiency of the Document Processing team and the work that they produce. Collaborates with the Coordinator to delegate work among members of the department. Monitor the accuracy and timeliness of job requests. Provide superior services to legal staff and business support by effectively responding to requests, inquiries and suggestions. Mediate client deadlines as needed to facilitate customer satisfaction. Provide ongoing communications about job priorities, team goals and department standards.

2. Utilizes the department’s workflow tool to ensure accuracy of team time entries and job request/tracking information.

3. Work with the Director to generate and distribute quarterly department metrics summarized to include statistics on shift-related job requests, staff utilization, request trends and team updates.

4. Collaborates with other Document Processing Supervisor, Manager and Workflow Coordinators to ensure consistent communications, quality standards and specialists’ skills across the department.

5. Under the direction of the Director, provide appropriate shift coverage; maintains support teamwork schedules and organizes coverage for scheduled and unscheduled absences; monitors and approves requests for overtime and other related expenses.

6. Schedule regular individual staff meetings and updates.

7. Conducts GPS quick connect meetings and manager reflections; makes recommendations for merit increases and performance bonuses; identifies development goals.

8. Review shift turnovers and provide ongoing communications to promote a smooth workflow across teams.

9. Stay current with standards for various court filings and requirements.

10. In conjunction with the Director, identifies efficiency improvements and works with Manager to execute plans to realize improvements.

11. Develop a strong relationship with the Administrative Support Managers to gauge and anticipate DP needs and requirements across offices. Help identify trends in the type of work that is submitted by the administrative support team.

12. Communicates effectively and efficiently with attorneys/originators and Document Processing coordinators to ensure support is acceptable and satisfactory.

13. Manages large and complex document production projects, including documenting detailed instructions, expectations and context, and provides clear, direct communication of requirements and project goals.

14. Ensures timely completion of all document processing work and provides final Quality Control check on all finished jobs.

15. Pursue ongoing professional development via networking and industry groups to bring new ideas and workflow solutions to the DP department.

17. In consultation with Director, and working with Human Resources, addresses and resolves employee relations issues and creates development plans, identifies and makes recommendations to manager concerning morale and other issues as they arise.

19. Maintains confidentiality in all client and firm matters.

Qualifications:

- 10 years document processing experience and/or 2 years as a Coordinator or Supervisor, preferably in a professional services industry — with a leadership role on large-scaled, complex, advanced-level projects.
- Supervisory experience preferred.
- Legal Experience preferred.
- Superior proficiency

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