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Document Services Coordinator

Job ID: 4702

Updated: Jul 27, 2018

Location: Chicago, IL, United States

Category: Administrative Support


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

The Chicago office is seeking a “working” coordinator to oversee the intake and delegation of work within the Document Services Department.  This position requires the exercise of strong critical thinking and decision making skills, the ability to carry out and give directives with follow up on same, provide just-in-time training and provide support in resolving document and other application problems.  As a working coordinator, this position requires document support in a variety of practice areas.  Duties include editing and formatting complex legal documents, spreadsheets and presentations, and other projects as assigned.  Additional responsibilities include fielding Firm/department telephone calls, and assisting attorneys with administrative requests, such as travel arrangements, time entry, courier services, and print requests. 

  • Responsible for the initial intake and distribution of work assignments within the department.
  • Provide hands on assistance with document production, assess each job submitted and delegate to staff member possessing the appropriate skills to complete the job; log documents in and out and track document progress, completion and delivery.
  • Juggle multiple projects and assignments when working under tight deadlines and coordinate adequate staffing for same.
  • Prepare and process correspondence and legal documents requiring knowledge of legal format, terminology and procedures while utilizing Firm defined styles and templates to produce pleadings, briefs, registration statements, agreements or any other document required by department.
  • Manipulate, revise and troubleshoot MS Word documents, including conversion of documents from other computer software applications.
  • Assist in editing and producing highly complicated special projects for various departments utilizing Visio, PowerPoint and Excel.
  • Troubleshoot problems with corrupt MS Word documents and programs and act as Help Desk when necessary.
  • Process information and distribute documents via scanning, e-mail, faxing and photocopying.
  • Work closely with attorneys and legal assistants to ensure that their needs are met.
  • Monitor staff productivity, work product and technical abilities; keep management briefed regarding staff training needs and identify areas where coaching or counseling may be needed.
  • Assist management with monitoring quality of work product.
  • Interview and train new staff members and monitor performance.
  • Obtain materials and resources in order to compile a departmental Best Practices manual; update as necessary.
  • Coordinate and use best judgment when sending projects to an outsourcing vendor.

Qualifications & Requirements

The ideal candidate must possess advanced technical skills, excellent communication, organization and planning skills, including the ability to manage multiple projects concurrently, flexibility, and a team-oriented proactive approach.

Candidate must have 3+ years of prior coordinating or supervisory experience in a law firm, corporation or financial services organization.  Must demonstrate an advanced proficiency in MS Word, Excel and PowerPoint and document conversion software (OCR, Adobe).  Visio experience is also strongly preferred in addition to graphics and presentation software.  

The schedule for this position is Monday through Friday from 3:30 p.m. to 10:30 p.m. with flexibility for overtime as required.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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