[Hiring] Legal Document Production Team Leader @SmartPA

Role Description

The Legal Document Production Team Leader is responsible for leading a high-performing document production team 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 legal 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 where required.
  • 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 address 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 relationships with the client.
  • Support with service reviews, contributing to positive client outcomes and long-term partnerships.

Qualifications

• Proven ability to lead, coach and develop a team in a high-standards, client-focused environment.
• Strong organisational and workload management skills, able to prioritise competing tasks while maintaining quality and accuracy.
• 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.
• High attention to detail and commitment to accuracy across all document production work.
• Strong problem-solving and decision-making skills, including handling escalations effectively.
• Ability to monitor team performance, provide constructive feedback, and support continuous learning.
• Comfortable with adopting new technology and tools.

Requirements

• Minimum of 3+ years' experience in legal document production.
• Minimum of 2+ years' team management experience.
• Demonstrated experience producing, reviewing, and managing complex documents, including advanced word function (styles, templates, tracked changes, formatting).
• Proficiency in MS 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.

Benefits

• 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.