Supervisor, Document Services Group

This is a fully remote position, open to applicants in Canada.

📋 Description

• Overseeing the intake procedure for all document production and support requests, including assessment and prioritization.

• Ensuring adherence to document production protocols.

• Recognizing and proposing procedural changes to the Manager, NAT-DSG as necessary.

• Guaranteeing that the quality and accuracy of completed tasks align with the standards expected by DSG clients.

• Compiling statistics for work tracking and generating monthly reports on departmental activities as needed.

• Serving as a communication link between DSG and its clients to manage workflow and address any concerns or issues.

• Ensuring staffing levels at DSG are adequate to meet client demands, which includes recruiting for overtime support when necessary and approving requests for vacations, other absences, lunch breaks, and coverage schedules (e.g., statutory holidays and firm closure days).

• Acting as a member of the DSG team as required, producing various legal and other documents through copy typing, transcription, scanning, or other methods.

• Supervising and guiding all functional day-to-day operations, including workload management and attendance.

• Monitoring and managing the performance of direct reports.

• Holding staff accountable for meeting performance expectations and outcomes.

• Offering guidance and constructive feedback as necessary.

• Coaching staff in areas such as service quality, client service, and business standards and needs.

• Motivating and supervising all staff, with direct responsibility for performance management, development, and training.

• Making recommendations to the Manager, NAT DSG regarding disciplinary actions and/or terminations.

• Participating in the recruitment process for new hires, assisting the Manager, NAT DSG with screening, selection, and orientation.

• Attending after-hours events and meetings with the team and management as required.

• Evaluating staff skill levels and identifying necessary training when needed.

• Developing training materials and documentation for staff, staying updated on technology and changes, and attending relevant training sessions.

• Participating in or leading staff training sessions.

• Creating style sheets, designing macros and templates, and mastering new presentation or word processing software as required, implementing these within DSG or more broadly as appropriate.

⛳️ Requirements

• College diploma in office administration, legal specialization, or a related field.

• A minimum of 6-10 years of relevant document services experience.

• At least 3-5 years of supervisory experience is preferred.

• Experience in a professional services firm or document services department is an advantage.

• Highly developed problem-solving, decision-making, conflict resolution, and negotiation skills, with the ability to effectively address performance and disciplinary issues.

• Capacity to envision and provide creative solutions.

• Ability to perform well under pressure and adapt to the changing needs of the Firm.

• Proven capacity to handle multiple tasks while maintaining composure and managing stress and tight deadlines.

• Excellent interpersonal skills and telephone etiquette, with a friendly and approachable demeanor.

• Strong communication skills in English, both verbal and written, are essential.

• Fluency in French is considered an asset.

• Exceptional transcription, spelling, proofreading, and editing skills; well-organized with a keen eye for detail.

• Ability to impart knowledge efficiently, pleasantly, and effectively using a variety of techniques.

• Flexibility to adapt to various work schedules, including weekends and statutory holidays as applicable.

🏝️ Benefits

• Comprehensive benefits from day one, including insurance premiums covered by the Firm along with wellness and technology reimbursements.

• Competitive salary, paid overtime, and generous time off, including a day off for volunteering and a day off for your birthday.

• A commitment to professional development and growth opportunities for employees at all levels, supported by a culture that encourages and embraces two-way feedback.

• Strong community engagement and a commitment to equity, diversity, and inclusion.

• A collaborative and cohesive culture that connects lawyers and business teams through a shared purpose.