Supervisor, Document Services Group (Remote)

Job Description

McCarthy Tétrault is a leading Canadian law firm offering a full suite of legal and business solutions to clients in Canada and around the world. With offices in Toronto, Montréal, Québec City, Calgary and Vancouver, we provide challenging and rewarding career opportunities across the country. Recognized as one of Canada’s Top 100 Employers for eleven consecutive years and one of Canada’s Best Diversity Employers for fourteen consecutive years, our culture is guided by The McCarthy Way—our shared approach to working with clients and with each other.

The McCarthy Way is built on four core elements: Excellence, through attracting and developing top talent committed to delivering on our Client Commitment; Collaboration, through seamless, integrated teamwork; Inclusion, through eliminating barriers to belonging and success; and Innovation, through delivering maximum value by embracing leading-edge technologies and approaches. Together, these principles shape how we work, lead, and grow—every day.

We are recruiting for a Supervisor, Document Services Group to join our team in our Toronto, Vancouver, Calgary or Montreal office. The successful candidate must have a minimum of 6–10 years of document services experience, including 3–5 years in a supervisory role, and will be responsible for overseeing document production operations, leading and developing Document Services staff, managing workflow and client relationships, ensuring service quality and operational efficiency, and supporting the delivery of complex document solutions.

Shift : Monday to Friday - 5:00 PM - 2:00 AM ET

As a Supervisor, Document Services Group, you will be:

• Managing the intake process for all document production and document support requests (assessing, prioritizing etc). Ensuring document production processes are followed.
• Identifying and submitting recommendations for changes to procedures to Manager, NAT-DSG, when necessary.
• Ensuring the quality and accuracy of completed work meets the standards expected by the DSG clients.
• Compiling work tracking statistics and producing reports on department activities monthly and on an as needed basis.
• Acting as a liaison between DSG and its clients regarding workflow and to address concerns and/or issues.
• Ensuring DSG staffing levels are appropriate to meet client needs. This includes recruiting for overtime assistance when necessary and approving vacation or other absence requests, lunch breaks, back-up supports and coverage schedules (i.e. statutory holidays, firm closure days etc.).
• Overnight Supervisor: Working as a member of the DSG as needed; creating various legal and other documents through copy typing, transcription, scanning or other methods.
• Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables (including financial tables), working with graphs and objects, using graphics applications, etc.

Staff Supervision

• Supervising and directing all functional day-to-day activities (workload, attendance, etc.).
• Monitoring and managing performance of direct reports. Holding staff accountable for performance expectations and results. Providing guidance and feedback when necessary.
• Providing coaching to staff in areas such as service quality, client service, standards and needs of the business.
• Supervising and motivating all staff including direct responsibility for performance management, development and training. Making recommendations to Manager, NAT DSG regarding disciplinary actions and/or terminations.
• Participating in the hiring of new employees including assisting the Manager, NAT DSG with recruitment, screening, selection and orientation.
• Attending off hour events, meetings with team and management team etc., as required.

Training

• Assessing the skill level of staff and, where necessary, identifying training required.14. Creating training material/documentation for staff. This includes remaining current with technology and technological changes, and attending technology training sessions.
• Participating in or leading staff training sessions.

Projects

• Developing style sheets, designing macros and templates, and mastering new presentation/word processing software, as needed. This includes implementing these within DSG or more widely as appropriate.

Other

• Working with all Supervisors to ensure consistent information is shared from one shift to another.
• Other duties as assigned.

As our ideal candidate, you will distinguish yourself by the following profile:

• College diploma (office administration, legal specialization or related field).
• Minimum 6-10 years of relevant document services experience.
• Minimum 3-5 years’ experience in a supervisory position is preferred. Experience in a professional services firm or document services department an asset.
• Highly developed problem solving, decision making, conflict management and negotiation skills, including the ability to successfully resolve performance and disciplinary issues.
• Ability to visualize and deliver creative solutions.
• Works well under pressure and adjusts to changing needs of the Firm. Proven ability to multi-task while demonstrating composure and the ability to handle stress and tight timelines.
• Excellent interpersonal skills and telephone manners with a personable and approachable disposition.
• Excellent communications skills in English (verbal and written) are required. Fluency in French would be considered an asset.
• Excellent transcription, spelling, proof-reading and editing skills; well organized, with meticulous attention to detail.
• Ability to transfer knowledge in an efficient, pleasant and effective way, using a variety of techniques.
• Capability to adapt to different work schedules (week, weekends and statutory holidays where applicable).

As a member of the McCarthy team, you will have access to:

• Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
• Competitive compensation, paid overtimeand generous time off, including a day off to volunteer and a day off for your birthday.
• A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
• Strong community involvement and a commitment to equity, diversity and inclusion.
• A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

How to Apply:

We encourage external candidates to apply online and internal applicants must apply directly through our internal careers portal on Espresso. We look forward to receiving your application.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.