Document Production Specialist

Job Description:
At SmartPA, we don’t just provide support – we transform it. 

Our mission is simple yet bold: to redefine administrative and PA services through innovative thinking, cutting-edge technology and an unrelenting pursuit of excellence. Trusted by global leaders in industries like tech, automotive and retail, we’re the engine behind smarter, more efficient operations. 

With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world.
 
If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you! 

Our Vision is to deliver a world-class, human-centred, tech-enabled PA and admin service that delivers measurable results, today and into the future.

Key Responsibilities and Skills:
The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic, client-facing department, you’ll be the heartbeat of our business – delivering high-impact, tailored support to clients daily. 

In the role of Document Production Specialist, you’ll play a pivotal role in delivering high-quality, accurate, and consistent document production support for a key client account. You’ll work as an extension of your client’s business, producing complex documents to exacting standards, building trusted relationships, and making a tangible impact on client success through precision, professionalism, and expertise.

Here’s what your day-to-day will look like:

Collaborate & Deliver Excellence
• Work closely with your client and support teams to deliver accurate, timely, and high-quality document production support
• Operate within our pod structure, collaborating with colleagues to ensure seamless service delivery and effective workload management
• Share ideas and best practice to continuously improve document quality, and client outcomes

 
Manage Document Production with Precision
• Produce, format, and amend a wide range of documents including correspondence, agreements, reports, bundles, and presentations, ensuring exceptional attention to detail
• Reformat documents into house style, confidently working with precedents, numbering, tables, tracked changes, and complex formatting requirements
• Troubleshoot and resolve formatting issues, repair corrupt documents, and address inconsistencies efficiently and proactively
• Accurately process tracked changes and use document comparison tools to ensure version control and accuracy
• Produce transcription using digital dictation when required

 
Use Technology to Enable Success
• Work confidently with document management systems including Liberate, iManage, and Katchr dashboards, following client and firm processes
• Work with MS Office, PDFdocs, DocuSign, MS Teams, and other relevant software to manage, produce, and deliver documentation effectively
• Stay up to date with systems, workflows, and best practice, embracing new technology and ways of working

 
Build Trusted Client Relationships
• Act as a trusted partner to your client, anticipating needs and consistently delivering to a high standard
• Communicate clearly and professionally with lawyers, business teams, and Practice Support colleagues, seeking clarification where needed
• Represent SmartPA’s values authentically, acting as a positive brand ambassador in every interaction

 
Stay Adaptable & Support the Team
• Work flexibly to support colleagues during peak workloads, deadlines, or periods of absence
• Contribute to maintaining and improving process documentation, team knowledge, and ways of working
• Approach new challenges with a solution-focused mindset, thriving in a fast-paced and detail-driven environment

Skills:
We’re looking for someone who: 
• Thrives in a high-standards, client-focused environment where accuracy and attention to detail are critical
• Takes pride in delivering exceptional document production and support services
• Can manage their workload effectively, balancing deadlines with quality and precision
• Communicates clearly, professionally, and confidently with stakeholders at all levels
• Enjoys contributing ideas to improve processes, workflows, and client outcomes

Experience:
Essential:
• Demonstrated experience producing and managing complex documents in administrative or legal support roles
• Strong experience with complex Word documents, including styles, templates, tracked changes, and formatting
• Excellent literacy, numeracy, and attention to detail, with advanced MS Word skills and proficiency in Excel, PowerPoint, and Outlook
• Familiarity with tools such as PDFdocs, DocuSign, and digital dictation software
• Ability to meet tight deadlines while maintaining accuracy and attention to detail
• Strong communication skills, able to build constructive working relationships at all levels
• Flexible and adaptable, thriving in a fast-paced environment and contributing effectively within a team

Work Remotely:
Yes

Schedule:
Hours of Work: 09:00 – 17.30 GMT (from March to October 10:00 – 18:30 SAST, from October to March 11:00 – 19:30 SAST)

Job Type:
Fulltime, permanent.

What's in it for you?:
At SmartPA, we believe in rewarding talent and supporting your growth: 

Competitive Salaries
Remote Work: Full time remote work
Flexitime Initiative: Work when you’re most productive (core hours: 10:00–16:30).
33 Days Holiday: Because rest fuels greatness.
Schedule: 37.5 hours per week, Monday–Friday, with core hours being 10:00-16:30.
Department Incentives
Employee Assistance Programme