[Hiring] Digital Reporting Coordinator @ESQUIRE DEPOSITION SOLUTIONS LLC

Role Description

The Coordinator, Digital Reporting exists to carry the administrative and operational load of the Digital Reporting team so that Area Digital Reporter Managers (ADRMs) can concentrate on coaching, quality, and performance management. The position keeps Digital Reporter records, systems, credentials, equipment, and communications accurate, current, and aligned with Esquire's standards and best practices.

Job Duties

• Onboarding and Account Setup
  • Send hiring notification to the Senior ADRM and Sr. Director, Digital Reporting once the offer letter is signed, and coordinate account access and setup for new Digital Reporters, including SPP, Box, and eLitigate.com.
  • Create the onboarding plan in Confluence, distribute it to new Digital Reporters, and schedule onboarding meetings and welcome communications.
  • Complete vendor setup tasks, obtain the Digital Reporter's electronic signature, and maintain accurate vendor records, including assigned ZIP codes.
  • Track onboarding-related IT tickets and ensure the Equipment Tracking and Onboarding Guide (ETOG) is sent.
  • Send onboarding completion notifications to National Operations once all onboarding tasks are complete.
• Equipment, Supplies, and Inventory
  • Order and manage equipment and supplies, including blazers, name badges, swag kits, away bags, business cards, notary supplies and application packages, and operational supplies such as gaffer tape, exhibit stickers, trial microphone bags, and portable desks; conduct equipment and inventory check-ins with Digital Reporters.
  • Receive, inventory, pack, and ship Digital Reporter equipment and supplies, and maintain inventory counts, storage locations, and reorder points.
• Academy and Apprenticeship
  • Ensure Digital Reporter is enrolled in the Academy, if applicable.
  • Notify Senior ADRM leadership when a Digital Reporter graduates from the Academy.
  • Create service instances in NetSuite for shadow assignments and enter bulk availability in SPP when a Digital Reporter first enters apprenticeship.
  • Pull Academy activity and submission reports from Canvas and distribute to the ADRM, and monitor Box folders to confirm required files are being uploaded, reporting status to the ADRM.
  • Confirm that Digital Reporters have reviewed and acknowledged required information and procedures in Confluence, and maintain designated Confluence pages for Academy and apprenticeship status.
  • Update RV availability each morning and provide cause-of-delay updates in the onboarding record for items pending in apprenticeship.
• Certification, Notary, and Membership
  • Coordinate AAERT membership setup and track membership status and renewals.
  • Provide notary application instructions and track notary and dual-notary application status.
  • Monitor certification expiration dates and continuing education unit (CEU) requirements, send renewal reminders, and maintain certification and notary information in vendor records.
• Reporting, Records, and Support
  • Track and report status, milestones, and open items for Digital Reporting pilot programs to the Senior Manager, Digital Reporting.
  • Pull, reconcile, and distribute assigned DOMO and TT reports, and log and escalate returned jobs and system errors.
  • Respond to Digital Reporter and ADRM inquiries regarding onboarding status, equipment, credentials, and system access, and escalate unresolved items to the Senior Manager, Digital Reporting.
  • Maintain onboarding, equipment, and credentialing documentation so records are audit-ready and meet retention requirements.
• Perform other duties as assigned.

Qualifications

• Working knowledge of Microsoft Excel, Word, and Outlook, including the ability to build and maintain tracking spreadsheets.
• Ability to learn and navigate the Company's technology platforms, including NetSuite, Box, Confluence, Canvas, SPP, DOMO, and eLitigate.com.
• Excellent interpersonal, verbal and written communication, and organizational skills.
• Service orientation toward internal stakeholders, including ADRMs, Digital Reporters, and National Operations.
• Must be detail-oriented with the ability to plan work effectively, meet deadlines, and make sound decisions.
• Ability to multi-task, shift priorities, and manage a high volume of administrative requests.
• Ability to resolve challenges and support process improvement.
• Ability to work under pressure.
• Ability to establish and maintain effective working relationships with ADRMs, Digital Reporters, and other stakeholders.
• Knowledge of court procedures, legal documents, and legal terminology (preferred).
• Strong data entry accuracy and record-keeping skills.
• Capable of taking direction from more than one supervisor.
• Must maintain regular and acceptable attendance.
• Demonstrates a commitment to company objectives.

Requirements

• High school diploma or equivalent required; some college experience or college degree preferred.
• Minimum of one year of administrative, operations, or vendor coordination experience required; three years preferred.
• Experience working in the legal services industry preferred.
• Ability to read, interpret, and draft business documents and written instructions in English with accurate grammar, punctuation, and spelling.
• Experience with NetSuite or similar vendor/CRM systems preferred.

Measurements of Success

• Timeliness and accuracy of onboarding tasks and vendor record updates.
• Percentage of certification and notary renewals tracked and completed on time.
• Accuracy and timeliness of Academy and apprenticeship reporting.
• Attainment of agreed response and resolution timeframes for ADRM and Digital Reporter requests.
• Reduction in onboarding cycle time from signed offer letter to apprenticeship start.
• Inventory accuracy and on-time fulfillment of equipment and supply requests.
• Zero lapses in Digital Reporter certifications, notary commissions, or AAERT memberships attributable to tracking or notification failures.

Physical Environment and Working Conditions

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed remotely in a dedicated workspace with reliable internet connectivity and little exposure to excessive noise, dust, temperature, and the like; equipment inventory may be stored and handled at the incumbent's workspace or at an Esquire facility, and periodic onsite presence may be required.
• Ability to remain seated in one position and maintain a high level of concentration for long periods of time; ability to stand, bend, reach, and carry when handling equipment inventory; and the ability to lift and move up to 30 pounds.
• The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities, or requirements.