Document Specialist

Dentons

  • Toronto, ON
  • Permanent
  • Full-time
  • 1 month ago
Dentons is designed to be different. Our firm leads the way in a rapidly changing legal marketplace. We challenge the status quo and deliver consistent results as well as uncompromising quality and value to our clients. Our global presence is renowned as a firm with over 21,000 individuals in more than 200 offices serving clients across 80+ countries.Dentons Canada is committed to its people and communities. We are consistently recognized as an employer of choice having received numerous awards including being selected as one of Canada's Top 100 Employers (2025); Canada's Top Employers for Young People (2025), and Canada's Best Diversity Employers (2025).This role is an opportunity for you to join Canada's global law firm, a firm that offers opportunities to build your career while growing your skills and deepening your expertise.POSITION SUMMARYThe Document Specialist is responsible for the accurate and timely creation, formatting, conversion, and revision of a wide range of legal and business documents. This position demands advanced proficiency in document processing tools, exceptional attention to detail, and the ability to meet tight deadlines. Acting as a key resource within the firm, the specialist ensures all documents meet established quality standards while delivering consistent, high-level support to legal professionals. Based in the Toronto office, the specialist provides overflow and advanced document support, including troubleshooting and sharing expertise across teams. A proactive and conscientious self-starter, the Document Specialist thrives in a fast-paced, collaborative environment and plays a vital role in supporting continuous improvement, innovation, and operational excellence within Legal Support.Generally, the hours of work are from Monday to Friday, 9:00 a.m. to 5:00 p.m.; however due to the nature of this role, flexibility is required.RESPONSIBILITIES
  • Respond promptly to document support requests by answering the Document Support helpline and monitoring shared inbox. Prioritize incoming work effectively, manage competing deadlines, and provide regular status updates to internal stakeholders.
  • Provide overflow assistance during peak periods or high-volume demands.
  • Apply advanced word processing expertise to create, revise, and format complex legal documents, ensuring accuracy and adherence to firm standards.
  • Convert and revise documents using tools such as styles, bookmarks, and cross-referencing; perform version comparisons and correct formatting inconsistencies.
  • Create legal and other business documents via copy typing, transcription, scanning, and integrating markups, managing tracked changes & comments, formatting, cleaning and stabilizing documents.
  • Identify and correct document corruption and formatting issues; troubleshoot technical document challenges.
  • Proofread documents for clarity, grammar, spelling, formatting, and consistency; ensure changes and revisions are accurately incorporated.
  • Identify and correct document corruption and formatting issues.
  • Troubleshoot document-related technical issues, offering quick and effective solutions to maintain workflow and minimize downtime.
  • Perform document-related tasks including mail merges, inserting media into presentations, indexing, cross-referencing, and working with tables, charts, and graphics.
  • Create, edit, and convert spreadsheets and presentation materials as required.
  • Develop a strong understanding of the firm's document production procedures and use of templates and precedents.
  • Collaborate with lawyers, assistants, and other departments to support seamless workflow and client service.
  • Act as a technical resource and provide guidance on document-related issues to others within the firm.
  • Make recommendations to the Manager, Legal Support regarding training needs and the ongoing improvement of document services operations.
  • Contribute to the development and application of best practices in pursuit of operational excellence.
  • Champion and reinforce the adoption of new technologies, processes, and policy changes within the Legal Support team.
  • Participate actively in ad hoc and regular Legal Support meetings.
  • Promote a positive, collaborative, and progressive work environment, contributing to a culture of knowledge of legal terminology, document types, and formatting standards is preferred.
REQUIREMENTS
  • Minimum of 3 years of experience in document management or a similar role, including creating, formatting, and editing legal and business documents.
  • Post-secondary education in business administration, legal studies, or a related discipline.
  • Microsoft Office Specialist Certification would be an asset but is not required.
  • Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and superior computer and typing skills.
  • Proficiency with PDF applications, BigHand, Hyperstyles, Litera, and digital dictation tools.
  • Ability to troubleshoot document formatting and corruption issues confidently and efficiently.
  • Exceptional proofreading skills with a strong focus on spelling, grammar, and overall document accuracy.
  • High level of accuracy and consistency in all aspects of document processing and formatting.
  • Superb organizational and time management skills with the ability to prioritize tasks and manage competing deadlines in a high-volume environment.
  • Excellent written and verbal communication skills, with strong interpersonal skills for effective collaboration across departments.
  • Demonstrated ability to take initiative, work independently with minimal supervision, and proactively support team goals.
  • Ability to quickly learn and adapt to new technologies, tools, and processes in a fast-paced environment.
  • Comfortable working under pressure while maintaining a calm, professional demeanor.
  • Strong client service orientation, presenting with professionalism, confidence, and reliability.
  • A collaborative mindset and ability to thrive in a team-oriented, highly cooperative environment.
We thank all applicants for their interest, however, only those selected for an interview will be contacted.At Dentons we are committed to offering equitable and competitive pay, we achieve this by aligning internal salary ranges for specific roles to similar positions in the external market. In the normal course, our practice is to hire, transfer and promote employees within the entry part of our range, adjusting as needed based on the prior experience, skills and competencies required for the role along with any market differentials.Recognizing our exceptional talent means providing a comprehensive total rewards package beyond a competitive salary. We have curated our employee benefits portfolio to offer inclusive and comprehensive wellbeing and developmental programs for our people. With extended benefits and mental health plans, paid time off, savings plans, fitness subsidy, parental leave top up and more, our benefits are flexible, aligned to our core values and supports the various needs of our people. Additionally, our personal and professional development programs include people networks, mentorships, and leadership series programming to help people grow their career.Note: Availability of the benefits and perks may be subject to your location and employment type and may have certain eligibility requirements. Dentons reserves the right to alter these programs and offerings in whole or in part at any time without advance noticeEqual Opportunity StatementAt Dentons Canada, inclusion, diversity, equity and accessibility (IDEA) are not just ancillary values, they are foundational to our business. We believe that IDEA is essential to the shared success of our team and our clients. Our forward-thinking and inclusive culture supports the professional development of all our people, enhances the leading services we offer to our clients, and informs our commitment to make a positive impact in the communities where we live and work. As a testament to our commitment to IDEA, we have been recognized as one of Canada's Best Diversity Employer's for 14 consecutive years (2011-2024), as well as one of Canada's Top Employers for Young People (2024) for the seventh time.Dentons Canada is an equal opportunity employer, and we welcome your application. All employment decisions, including hiring, will be made without regard to age, ancestry, citizenship, colour, creed, disability, ethnic origin, family status, gender identity, marital status, place of origin, race, sexual orientation, or any other characteristic protected by applicable human rights legislation.We are committed to providing you with an inclusive, barrier-free, and accessible workplace to support your success. Should you require accommodation during the recruitment process, for example as a result of a disability, please contact us at .

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