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Document Specialist

2 months ago

Baltimore, United States Hogan Lovells US LLP Full time

Hogan Lovells US LLP Document Specialist Hogan Lovells is seeking a Document Specialist for our Administrative Support Team. This role is responsible for assisting all internal clients, including but not limited to lawyers, paralegals, business development professionals, and other staff with document preparation and troubleshooting, using supported software, with a focus on client service. This role provides expert level document support services, requiring the incumbent to have advanced skills in all Microsoft Office applications. To meet client service expectations in a global environment, the document services function operates 24 hours per day, 7 days per week and this particular role will have responsibility for working at least one weekend shift. Standard hours may vary based on the individual position and the firm's needs. In addition to document production, this role may be involved in telephone help support and general office support. Additional responsibilities are as follows: Document production and editing utilizing Windows 7, Microsoft Office 2010 (Word, Excel, and PowerPoint), Microsoft Outlook, Visio, Litera Change Pro, Nuance PDF Converter, Adobe Acrobat, iScrub, Best Authority, Carpe Diem, document management systems such as iManage and/or DM5 and any other related new or updated software provided by the firm or required by the client. Assist with document conversion and clean-up; create and revise complex legal documents adhering to firm styles and guidelines. This often involves troubleshooting and repairing problem documents. Creates, formats, revises, produces, and prints complex legal documents according to specific jurisdictional and client requirements (i.e., Excel spreadsheets, charts, diagrams, PowerPoint presentations, data room sites, etc.) that require advanced software skills. Facilitate the creation and editing of Tables of Authorities, Tables of Contents, paragraph numbering, references, footnotes, tables, diagrams, etc. Data entry utilizing various software applications and/or transcription of analog or digital dictation. Provides help desk support functions to troubleshoot application questions. Acts at an expert level for internal clients relating to document production, requiring the incumbent to stay abreast of technology and software changes. Creates and edits forms and PDFs. Assists with setting up client-specific extranets for document management activities. Generates comparison documents as needed. Burning CD/DVDs and preparation of labels. Create CD closing binders that contain hyperlinked indexes and bookmarking PDFs. Assists with mailings by creating mail merged documents and labels. Completes all assigned duties in a timely manner for all offices globally. All members of the firm are expected to participate in our Global Citizenship program. Other duties and/or projects as assigned, some of which may be location-specific. #J-18808-Ljbffr