Bilingual Document Specialist (Remote)

Job Description

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of and one of. Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

The employee in this position will be part of a national team in which they will work with lawyers and professionals in all of our offices across Canada, where English is the predominant language. An employee in this position will be expected to work on documents in English or French for clients, lawyers or professionals who understand and communicate only in English or French. This national document services team operates 24/7 and it is necessary for the proper functioning of the operations to have bilingual staff available at all times to respond to requests. Bilingualism (French and English) is therefore a requirement for this position.

Shifts (remote):

• Tuesday to Saturday 12 PM - 8 PM ET
• Monday to Friday 7 PM - 3 AM ET

As a Bilingual Document Specialist, you will be:

• Creating various legal and other documents through copy typing, transcription, scanning or other methods. Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables (including financial tables), working with graphs and objects, using graphics applications etc.
• Proofreading and checking documents for appropriate formatting, spelling, grammar, and sense/clarity. Includes document version comparisons, checking for accurate revisions, and correcting document corruption.
• Developing understanding and working knowledge of the Firm’s procedures for the production of documents from the Firm’s precedents.
• Responding promptly to requests, meeting deadlines, and working cooperatively with other departments and individuals within the Firm.
• Applying word processing expertise to be able to work on complex legal and other documents.
• Proactively managing workload fluctuations while working with minimal supervision and direction.
• Performing quality control of own work, seeking clarification when necessary, and reviewing work of others as required.
• Offering assistance to other members of the team, including mentorship when required.
• As required, managing the intake process of all document production requests and document support requests which includes prioritizing and coordinating work for completion.
• Providing Firm-wide support for document production using Microsoft applications (e.g. Word, Excel, PowerPoint, Visio etc.).
• Documenting, logging, tracking and responding to calls, emails, voicemail and drop-bys for document support in a timely manner.
• Managing escalation and retaining problem ownership of document production and document production support (track call, research and update knowledgebase).
• Reviewing support issues/procedures and recommending solutions with respect to document production and document production support when applicable.
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• College certificate (office administration, legal specialization, or related).
• Three years of experience in a professional work environment. Experience in a document production role will be an asset.
• Minimum MOS Certification in Word in the Firm’s current version or completion of MOS Certification within 1 year of employment.
• Knowledge of legal terminology, documents and procedures an asset.
• Great attention to detail and excellent skills in spelling, grammar and proofreading, in both French and English.
• Excellent interpersonal skills and telephone manners; ability to correspond effectively and respectfully with DSG clients.
• Ability to transfer knowledge in an efficient, pleasant and effective way using a variety of techniques and software applications.
• Patience, flexibility and an ability to effectively manage difficult situations.
• Well organized with meticulous attention to detail and strong proof-reading skills.
• Personable, approachable disposition, with an ability to handle pressure/stress.
• Well-developed analytical and problem-solving skills, with the ability to visualize and deliver creative solutions.
• Capability to adapt to different work schedules (week, weekends and statutory holidays where applicable).
• Confident in working independently, prioritizing and making day-to-day decisions, with the judgment to seek supervisory assistance when appropriate.
• Ability to type with a speed of 80-100 words per minute.

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtime and generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.