Workflow Coordinator

Job description

We have an exciting opportunity for a Workflow Coordinator to join our Document Checking team, based in A&O Shearman's Belfast office. The working hours for this opportunity are Monday - Friday 8.45 - 17.15.

Document Checking team - Belfast

Document Services consists of the following teams: The Bridge, Document Production, Document Checking, Central Records, Central Scanning and E-Bibles, Practice Support, Office Assistants, and the Print Room.

The document checking team sits within the Document Services department. Document checkers' main focus is proofreading documents for the global network, overseeing and maintaining the high quality of documents in accordance with the needs of the department's clients.

What you will do

The Workflow Coordinator acts as a first point of contact for our clients, ensuring that all work in the document checking department is assigned and completed to the highest standard within defined timeframes.

Key relationships;

• Document Services teams in Belfast and London
• Wider Business Services and supplier teams
• Key stakeholders of Document Services, including internal and external clients.

Responsibilities;

• Assess and assign incoming document checking requests using the department's workflow system.
• Manage document checking requests against available resourcing on shift.
• Work in collaboration with other Workflow Coordinators to ensure seamless service across shifts.
• Build and maintain strong working relationships with other teams in Business Services, supplier teams and stakeholders in various locations.
• Establish and maintain trusted client relationships.
• Implement instructions from the department's clients, clarify queries as appropriate, and follow the required administrative and technical procedures.
• Escalate all client-related concerns and queries, take ownership of issues, and offer valid alternatives to the client.
• Be flexible with regard to work location and working hours. It may sometimes be a requirement to work in the London office for special projects and training. Although training will be provided on shift whenever possible, it may sometimes be necessary to attend certain training courses off shift.
• Be flexible in undertaking duties and any other duties as required.

What you will have

• Eye for detail and experience of working on complex technical documents.
• Proficiency in Microsoft Office and document management systems, with the ability to learn new systems quickly.
• Experience/understanding of the principles of effective workflow management.
• Experience of working in a professional services environment.
• Proven experience of providing support in a client services environment, preferably 24/7.
• Excellent communication skills.
• Proven organizational skills, with the ability to prioritize and manage own and others’ workload.
• Commitment to delivering a high standard of client service, with the ability to react quickly and appropriately to changes in client and business needs.

What we can offer you

We recognise that our people are our most valuable asset, which is reflected in the wide range of benefits that are available to our employees. Some of these benefits include: our occupational pension scheme, group income protection cover, private medical insurance, mental health resources and free apps, health and wellbeing services encompassing GP service, emergency back-up care support, parental and special leave, holiday entitlement increasing with length of service, holiday trading, online discounts and lifestyle management services.

We recognise the value of flexible working and embrace hybrid working, allowing our people to work from home up to 40% of their working time. We do, however, remain committed to working together in person for the remaining 60% of time so that we can learn, grow and succeed together.

Should you require additional support at any stage of the recruitment process due to a disability or a health condition, please do not hesitate to contact a member of our recruitment team who will work with you to provide any adjustments as required.


We are an equal opportunities recruiter and do not discriminate on the basis of race, colour, sex, religion, sexual orientation, national origin, disability, or any other protected characteristic.

About A&O Shearman

A&O Shearman is a new global industry-leading law firm, with nearly 50 offices in 29 countries worldwide. Our fluency in English law, US law, and the laws of the world’s most dynamic markets, enables us to provide unmatched insight and seamless delivery to clients. We work on challenging and important deals and disputes that have the potential to shape the future.

We offer exceptional opportunities for our people; opportunities to work for the world’s leading businesses; to transform the status quo, and to deliver your best work, helping you and your career to thrive, while delivering unparalleled outcomes for our clients.

Whether you're helping clients solve complex challenges, transforming the ways we manage our business, or ensuring the smooth-running of our operations, this is an environment where you can belong and excel. We provide first-rate training and development, we are committed to an inclusive environment, and we provide support and ways of working that help you optimise your wellbeing.

What truly defines a career with us? We recruit the best and ask for the best of you. And together, we will redefine success.