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Document Services Coordinator (Monday - Friday 9:30 a.m. - 5:30 p.m.)

Job ID: 5206

Updated: Nov 7, 2019

Location: Chicago, IL, United States

Category: Administrative Support

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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. 

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Responsible for the initial intake and distribution of work assignments within the department.  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.
  • Field troubleshooting calls and assist with technical software troubleshooting
  • 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.
  • Technical proficiency in the following areas:
    • Convert documents from various formats to Word, Excel, PowerPoint, or Visio and format according to the firm’s standard format
    • Expert Excel skills including advanced formulas and the ability to combine formulas, conditional formatting, pivot tables, data tables, advanced charting and macros
    • Create/modify PowerPoint presentations utilizing the firm’s templates
    • Create and modify large organizational charts
    • Generate and modify Tables of Authorities
    • Convert and reformat large SEC documents, including financials
    • Execute defined terms checks and automate cross-referencing in legal documents
    • Modify, compile, and redact PDFs
    • Download, organize and print data room documents

Qualifications & Requirements

Education, Work Experience, Skills

  • The qualified candidate will have 3+ years of coordinating or supervisory experience in a legal or financial services organization.  Experience working with compendium documents a plus. 
  • A college degree or business certification is preferred; equivalent work experience will be considered. 
  • Please Note:  All applicants are required to take a pre-interview MS Word, Excel and PowerPoint skills assessment tests in order to determine their level of proficiency

Technologies/Software

  • Expert knowledge of Microsoft Word, Excel, PowerPoint, Visio, Acrobat, OmniPage or Nuance Power PDF, and Outlook is required, as well as a minimum typing speed of 55 wpm.  Adobe Photoshop and Illustrator experience is a plus. 

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.
  • The schedule for this position allows employees to troubleshoot and interact with the attorneys, staff and clients on a regular basis.

The shift for this positon is Monday - Friday 9:30 a.m. - 5:30 p.m.

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.