Document Services Technician

Department: Pinsent Masons - Vario

Employment Type: Full Time

Location: Cape Town

Description

You'll Be Responsible For

• Ensure high-quality, accurate documents aligned with corporate standards and SLAs.
• Format documents for print/signing, understanding pagination and setup for various output methods.
• Manage the production of large documents during transactions, ensuring consistency across versions.
• Collaborate with the creative/DTP team on branded BD materials (bids, flyers, updates, etc).
• Follow design briefs from clients or Brand and Comms, applying layout and formatting accordingly.
• Create and edit maps, charts, tables, and imagery, maintaining visual identity standards.

• Support Workflow Coordinator/Manager with task oversight and coordination.
• Communicate with clients on deadlines, progress, and production changes.
• Follow and help improve procedures; escalate issues as needed.
• Log tasks accurately in systems (eg, BigHand), confirming instructions when required.

• Represent the firm positively in all client interactions.
• Build strong internal client relationships and ensure consistent service excellence.
• Clarify instructions, respond to queries, and take ownership of requests.
• Use Microsoft Teams to assist clients directly via screen sharing when needed.

• Communicate effectively with workflow, management, and peers to manage task lifecycles.
• Collaborate to meet business needs efficiently and consistently.
• Share skills and contribute to high-quality document, promotional, and presentation output.
• Perform quality checks and update coordinators on capacity or deadline changes.
• Offer flexibility with working hours, especially during high-demand periods.

Skills and Experience

• Document Production: Advanced skills in Word (styles, cross-referencing, tracked changes, TOCs, formatting), PowerPoint (animations, transitions, embedding), and Excel (formulas, pivot tables, charts, conditional formatting – desirable).
• Document Tools: Proficient in PDF editing/comparison tools, automatic numbering, and house styles.
• Systems Knowledge: Experienced with FileSite/Worksite/DMS, Outlook, and (desirably) Visio and DocuSign.
• Brand & Production Awareness: Understanding of print/production workflows, template management, and brand/visual identity standards (desirable).
• Communication: Excellent written and verbal communication with strong grammar and proofreading skills, ideally from a legal or professional services environment.
• Collaboration & Independence: Friendly, team-oriented, and adaptable, with the ability to work independently—especially in remote settings.
• Time & Task Management: Capable of handling high volumes and tight deadlines while maintaining accuracy and service quality.
• Process & Service Focus: Strong attention to detail, ability to follow complex instructions, and a proactive, client-focused mindset.
• Knowledge Sharing: Committed to continuous learning and sharing best practices with colleagues.

Benefits