McCarthy Tétrault Looking for Supervisor, Document Services Group (20-month contract, remote) at Toronto, Ontario, Canada Full Time

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of Canada’s Top 100 Employers and one of Canada’s Best Diversity Employers . Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position can be based out of Toronto, Vancouver, Calgary or Montreal. This role benefits from a fully remote work schedule.

Shift : Monday to Friday – 6:00 PM – 3:00 AM ET

As a Supervisor, Document Services Group, you will be:

• Managing the intake process for all document production and document support requests (assessing, prioritizing etc). Ensuring document production processes are followed.
• Identifying and submitting recommendations for changes to procedures to Manager, NAT-DSG, when necessary.
• Ensuring the quality and accuracy of completed work meets the standards expected by the DSG clients.
• Compiling work tracking statistics and producing reports on department activities monthly and on an as needed basis.
• Acting as a liaison between DSG and its clients regarding workflow and to address concerns and/or issues.
• Ensuring DSG staffing levels are appropriate to meet client needs. This includes recruiting for overtime assistance when necessary and approving vacation or other absence requests, lunch breaks, back-up supports and coverage schedules (i.e. statutory holidays, firm closure days etc.).
• Overnight Supervisor: Working as a member of the DSG as needed; creating various legal and other documents through copy typing, transcription, scanning or other methods.
• Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables (including financial tables), working with graphs and objects, using graphics applications, etc.

Staff Supervision

• Supervising and directing all functional day-to-day activities (workload, attendance, etc.).
• Monitoring and managing performance of direct reports. Holding staff accountable for performance expectations and results. Providing guidance and feedback when necessary.
• Providing coaching to staff in areas such as service quality, client service, standards and needs of the business.
• Supervising and motivating all staff including direct responsibility for performance management, development and training. Making recommendations to Manager, NAT DSG regarding disciplinary actions and/or terminations.
• Participating in the hiring of new employees including assisting the Manager, NAT DSG with recruitment, screening, selection and orientation.
• Attending off hour events, meetings with team and management team etc., as required.

Training

• Assessing the skill level of staff and, where necessary, identifying training required.14. Creating training material/documentation for staff. This includes remaining current with technology and technological changes, and attending technology training sessions.
• Participating in or leading staff training sessions.

Projects

• Developing style sheets, designing macros and templates, and mastering new presentation/word processing software, as needed. This includes implementing these within DSG or more widely as appropriate.

Other

• Working with all Supervisors to ensure consistent information is shared from one shift to another.
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• College diploma (office administration, legal specialization or related field).
• Minimum 5 years of relevant document services experience.
• Minimum 2-3 years’ experience in a supervisory position is preferred. Experience in a professional services firm or document services department an asset.
• Highly developed problem solving, decision making, conflict management and negotiation skills, including the ability to successfully resolve performance and disciplinary issues.
• Ability to visualize and deliver creative solutions.
• Works well under pressure and adjusts to changing needs of the Firm. Proven ability to multi-task while demonstrating composure and the ability to handle stress and tight timelines.
• Excellent interpersonal skills and telephone manners with a personable and approachable disposition.
• Excellent communications skills in English (verbal and written) are required. Fluency in French would be considered an asset.
• Excellent transcription, spelling, proof-reading and editing skills; well organized, with meticulous attention to detail.
• Ability to transfer knowledge in an efficient, pleasant and effective way, using a variety of techniques.
• Capability to adapt to different work schedules (week, weekends and statutory holidays where applicable).

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm.
• Competitive compensation.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.