Document Production Team Leader - Legal Sector

Key Responsibilities and Skills
The Document Production Team Leader is responsible for leading a high-performing document production and formatting team for s global law firm while maintaining exceptional standards of accuracy, quality, and turnaround. The role combines people leadership, operational oversight, and a strong focus on continuous improvement to ensure a consistently high level of client service.

Team Leadership Lead, coach and support a team of document production specialists, setting clear expectations and performance standards Conduct regular 121's, team meetings, and performance discussions to support engagement, accountability, and development Provide hands-on support with complex or high-risk document production tasks as required Operations & Service Delivery Oversee the day-to-day team operations, ensuring workloads are effectively planned, delegated, and delivered to agreed service levels Maintain the highest standards of accuracy, output, and turnaround across all document production work Act as the first point of escalation for workflow challenges, quality concerns, or client expectations Provide hands-on support with complex document production Ensure the team meets or exceeds individual and team targets and service level agreements (SLAs) Champion best practice and support the adoption of new technology and tools Process Improvement & Quality Monitor productivity, quality, and team performance; investigate errors and addressing issues constructively Identify opportunities to improve workflows, processes, and ways of working, supporting implementation of changes Maintain clear process documentation and encourage knowledge sharing across the team Stakeholder Management Follow up all client concerns and queries effectively, representing issues on behalf of the account manager where needed. Build and maintain strong day-to-day relationship with the client Support with service reviews, contributing to positive client outcomes and long-term partnerships

Skills

We're looking for someone who: Has proven ability to lead, coach and develop a team in a high-standards, client-focused environment Has strong organisational and workload management skills, able to prioritise competing tasks while maintaining quality and accuracy Has excellent communication skills, able to engage confidently and professionally with stakeholders at all levels Demonstrates a proactive approach to identifying process improvements and contributing ideas to enhance workflows, team performance, and client outcomes Has high attention to detail and commitment to accuracy across all document production work Has strong problem-solving and decision-making skills, including handling escalations effectively Has the ability to monitor team performance, provide constructive feedback, and support continuous learning Is comfortable with adopting new technology and tools

Experience

Essential: Minimum of 3+ years' experience in a document production and formatting role in a law firm Minimum of 2+ years' team management experience Demonstrated experience producing, formatting, updating and quality checking complex documents, including advanced Word function (styles, templates, tracked changes, formatting) Proficiency in MD Office (Word, Excel, PowerPoint, Outlook) and familiarity with legal/document tools such as PDFdocs, DocuSign, and digital dictation software Experience meeting tight deadlines while maintaining high standards of accuracy and attention to detail Proven track record of building constructive working relationships and collaborating effectively within a team Flexible and adaptable, thriving in a fast-paced environment and able to balance operational oversight with hands-on support as required

Work Remotely
Yes

Schedule
Hours of Work: 16:00 – 00.00 GMT (from March to October 17:00 – 01:00 SAST, from October to March 18:00 – 02:00 SAST)

Job Type
Full-time, permanent

What's in it for you?
At SmartPA, we believe in rewarding talent and supporting your growth: Competitive salaries Full time, remote work Flexitime initiative: work when you're most productive (core hours: 10:00-16:30 GMT) 33 days holiday: because rest fuels greatness Department incentives Employee Assistant Programme