Document Specialist

Our client is a prominent international law firm renowned for its commitment to excellence, innovation, and exceptional client service. With a presence across major cities in North America, the firm is recognized for its collaborative culture and strong support systems that enable its professionals to thrive. 

About The Opportunity
This is a unique opportunity to join a high-performing team as a Document Specialist, providing firm-wide document production support in a fast-paced, service-driven legal environment. You will contribute to a range of client matters, using advanced technical and formatting expertise to ensure high-quality, timely deliverables. This role is ideal for someone who enjoys detail-oriented work and thrives on producing precise, polished documentation under tight deadlines.

About The Position
The Document Specialist plays a vital role in the creation, revision, and finalization of legal and business documents. You’ll work with legal professionals and support staff across the firm to handle formatting, comparisons, proofreading, document conversions, and troubleshooting. A high level of technical proficiency and attention to detail is essential, as well as the ability to manage multiple priorities efficiently.

The Requirements

• Handling advanced-level document production and formatting requests using Microsoft Office and firm-specific tools.
• Creating, editing, and converting documents from various sources including markups, dictation, scanned files, and notes.
• Troubleshooting and stabilizing documents for usability and formatting consistency.
• Preparing comparisons, blacklines, mail merges, and fillable forms; managing PDF and Excel content.
• Providing support for presentations and visual materials using PowerPoint and Visio. 
• Uploading, editing, and organizing documents in the firm’s document management systems. 
• Assisting with trial support materials, corporate data rooms, marketing collateral, and administrative tasks.
• Collaborating closely with Legal Practice Assistants, Support Assistants, and other departments to ensure timely and accurate task completion.
• Participating in projects, cross-training, and process improvement initiatives.

The Requirements

• Legal Assistant diploma or post-secondary degree in Office Administration (or equivalent experience). 
• Minimum of 5 years’ relevant experience in a legal or professional services environment.
• Expert-level proficiency in Microsoft Office Suite; MOS Certification and VBA knowledge are assets.
• Strong working knowledge of legal terms, documents, and formatting best practices.
• Excellent proofreading, organizational, and time management skills.
• Effective communicator with strong interpersonal skills and a high level of client service orientation.
• Ability to prioritize multiple tasks with minimal supervision and maintain composure under pressure.
• A collaborative team player who is proactive and detail-focused.
• Flexibility to occasionally work overtime as required.
•  Willingness to work on-site 4 days per week as part of a hybrid work model, with increased in-office presence during initial onboarding and training.

Compensation
The firm offers a highly competitive compensation package, including a comprehensive benefits plan and access to ongoing professional development.

David Aplin & Associates Inc., operating as Aplin, and its associated brands, CompuStaff and Impact Recruitment, is an award-winning employment agency connecting diverse, top-tier talent with exceptional organizations across North America. We welcome applicants from all backgrounds and charge no fees to apply or engage with our recruiters. Our clients partner with us to help expand and diversify their teams. Please note that all applicants must be legally entitled to work in Canada, including holding any necessary work permits.