Legal Document Production Team Leader x1
Job Details
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Job Title: Legal Document Production Team Leader
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Location: South Africa – Remote
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Employment Type: Full-time, Permanent
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Work Schedule: 16:00 – 00:00 GMT (March–October: 17:00–01:00 SAST; October–March: 18:00–02:00 SAST)
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Department: Legal / Document Services
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Remote Work: Yes
Job Overview
The Legal Document Production Team Leader is responsible for leading a high-performing team of legal document production specialists while ensuring exceptional standards of accuracy, quality, and turnaround. This role combines people leadership, operational oversight, and process improvement to deliver consistently high client service. The ideal candidate thrives in a fast-paced environment, balancing operational management with hands-on support when needed, and driving continuous improvement in workflows and team performance.
Key Responsibilities
1. Team Leadership
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Lead, coach, and support a team of legal document production specialists.
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Set clear performance expectations and standards.
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Conduct regular 1:1s, team meetings, and performance discussions.
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Provide hands-on support for complex or high-risk document tasks.
2. Operations & Service Delivery
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Oversee day-to-day team operations and workload planning.
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Ensure work is delivered on time with the highest standards of accuracy and output.
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Serve as the first escalation point for workflow challenges, quality concerns, or client expectations.
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Ensure individual and team targets and SLAs are met or exceeded.
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Support adoption of new tools and technology to improve service delivery.
3. Process Improvement & Quality
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Monitor productivity, quality, and team performance; address errors constructively.
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Identify and implement workflow and process improvements.
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Maintain clear process documentation and encourage knowledge sharing across the team.
4. Stakeholder Management
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Follow up on client queries and concerns effectively.
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Maintain strong relationships with clients and support service reviews.
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Represent issues on behalf of the account manager when needed.
Required Skills & Competencies
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Proven ability to lead, coach, and develop a team in a client-focused environment.
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Strong organizational and workload management skills.
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Excellent communication skills for professional engagement with stakeholders at all levels.
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Proactive in identifying and implementing process improvements.
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High attention to detail and commitment to accuracy.
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Strong problem-solving and decision-making skills.
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Ability to monitor team performance and support continuous learning.
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Comfortable adopting new technology and tools.
Experience & Qualifications
Essential:
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3+ years’ experience in legal document production.
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2+ years’ team management experience.
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Experience producing, reviewing, and managing complex legal documents using advanced Word functions (styles, templates, tracked changes, formatting).
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Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with legal/document tools (PDFdocs, DocuSign, digital dictation software).
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Proven ability to meet tight deadlines while maintaining accuracy and quality.
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Demonstrated track record of building collaborative working relationships.
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Flexible and adaptable, able to balance operational oversight with hands-on support.
What’s in it for You
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Competitive salary and departmental incentives.
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Full-time, remote work with flexitime (core hours: 10:00–16:30 GMT).
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33 days of annual leave.
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Employee Assistance Programme.
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Opportunity to work in a vibrant, client-focused, rapidly growing organisation.
About SmartPA
SmartPA delivers world-class, tech-enabled PA and administrative services for global clients across industries like tech, automotive, retail, and legal. With a focus on efficiency, creativity, and client outcomes, SmartPA offers a dynamic and collaborative work environment that values innovation and continuous improvement.