Document Specialist

Hogan Lovells is seeking a Document Specialist for our Americas PA & Document Services Team, who provide 24/7 support to attorneys, paralegals, and business professionals across the firm.

This Document Specialist is responsible for assisting all internal clients with document preparation and troubleshooting, using supported software, with a focus on client service. The role provides expert-level document support, requiring the incumbent to have advanced skills in all Microsoft Office applications. In addition to document production, this role may be involved in telephone help support and general office support.

You’ll be part of a fast-paced, collaborative team responsible for producing, editing, formatting, and troubleshooting complex legal documents, along with providing administrative and office support as needed. This is a great fit for someone who is highly skilled in document production, comfortable working across legal software and systems, and takes pride in delivering accurate, responsive service.

KEY RESPONSIBILITIES

• Create, format, and revise complex legal documents using Microsoft Office and specialized legal tools.
• Troubleshoot formatting issues and repair problematic documents to meet firm and client standards.
• Transcribe dictation, perform data entry, and support document-related help desk inquiries.
• Assist with document conversion, mail merges, PDF creation, and closing binders.
• Provide general administrative and office support to ensure smooth daily operations.
• Collaborate with a global team to ensure seamless 24/7 document services coverage.

QUALIFICATIONS

SKILLS & ATTRIBUTES

• Minimum typing speed of 70 WPM.
• Advanced proficiency in Windows 11 and Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).
• Experience with legal tools such as Best Authority, Litera ChangePro, NetDocuments, Adobe Acrobat, and PDF converters.
• Familiarity with tools like Visio, AbbyFinereader, Contract Companion, DocXTools, iScrub, and graphics programs (e.g., Adobe Photoshop, Illustrator).
• Ability to manage multiple assignments and meet tight deadlines with accuracy.
• Strong verbal and written communication skills.
• Proven ability to handle confidential information with integrity and discretion.
• A client-focused mindset and commitment to high-quality service.

EDUCATION & EXPERIENCE

• Three (3) + years of document processing experience, preferably in a law firm.
• Microsoft Office Specialist (MOS) certification preferred.
• Additional college or technical training preferred, associate or bachelor’s degree in a relevant field desirable.

WORK SCHEDULE

• Scheduled five days per week to support full seven-day coverage.
• Flexibility to work evenings, weekends, and occasional overtime is required.

ADDITIONAL INFORMATION

In New York, the expected base salary range for this role is $72,700 to $91,000 per year. In San Francisco, the expected base salary range for this role is $77,500 to $100,500 per year. This range reflects a good-faith estimate of pay at the time of posting; the actual compensation offered may vary depending on factors such as the candidate’s qualifications. This position is eligible for additional forms of compensation, which may include annual discretionary bonuses. Employees in this role are also eligible for benefits offered by the firm, subject to applicable plan terms and conditions, which currently include medical, dental, and vision insurance; a 401(k) retirement plan; and paid time off.