Legal Document Specialist

Position Overview

• Upload and process documents through the Vanilla system and other internal systems.
• Work with documents in various formats, including PDF, Word, scanned documents, and image files.
• Locate requested documents from the appropriate source.
• Review system-generated recommendations to identify missing, incomplete, or potentially incorrect documentation.
• Validate documents for completeness, accuracy, and compliance with established procedures.
• Extract requested information from documents and organize it in the appropriate files or repositories for stakeholders and vendors.

• Document findings, missing-document notifications, and system feedback.
• Maintain shared trackers and documentation repositories.
• Accurately record remediation activities and follow up on outstanding issues.
• Maintain organized and easily accessible electronic records.

• Communicate with internal business stakeholders regarding missing or incomplete documentation.
• Provide guidance on required remediation steps.
• Follow up to ensure required documents are properly scanned, uploaded, indexed, and maintained in the official records system.
• Communicate professionally with stakeholders and vendors to resolve documentation issues.

• Review documents that have been incorrectly imaged, indexed, or classified.
• Identify discrepancies, documentation errors, and missing information.
• Perform corrective actions to ensure records are complete, accurate, and properly classified.
• Conduct quality checks to ensure documents meet established standards.

• Review and follow Records & Information Management (RIM) requirements, procedures, and work instructions.
• Assist teams with records-management activities and process changes.
• Support the transition to new records-management processes and systems.
• Work comfortably with internal systems and technology tools, including potentially AI-enabled document-processing tools.
• Troubleshoot basic document or system-related issues and escalate more complex issues when necessary.

• 5+ years of professional work experience.
• Strong attention to detail and accuracy when reviewing and processing documents.
• Ability to follow documented procedures and work instructions.
• Strong written communication skills for documenting findings and remediation activities.
• Excellent verbal communication and stakeholder-interaction skills.
• Strong organizational and time-management skills.
• Proficiency with Microsoft Office, particularly Excel, Word, and Teams.
• Comfortable working with PDF, Word, scanned/image documents, and electronic records.
• Basic technical skills and ability to quickly learn and navigate new systems.
• Strong problem-solving and critical-thinking skills.
• Ability to identify documentation gaps and determine appropriate corrective actions.
• Ability to work independently with minimal supervision.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable working in a structured, process-driven, and repetitive work environment.
• Professional and collaborative approach when working with employees at different levels.
• Willingness and ability to work 100% onsite, five days per week.

• Legal Assistant / Legal Administrative Assistant
• Paralegal / Legal Support
• Records Management
• Document Management or Document Control
• Document Imaging
• Legal Records / Legal Documentation
• Compliance Operations
• Quality Control / Quality Assurance
• Financial Services Operations
• Banking or Brokerage Operations
• Regulatory or Compliance Support
• Securities / Financial Services
• Administrative operations involving high-volume document review and processing

• High School Diploma required
• 2-year or 4-year college degree preferred