Digital Document Specialist

About Us:

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Job Summary:

As a Digital Document Specialist, you will be responsible for performing all aspects of print production, ensuring efficient document management, sorting and delivering incoming and outgoing mail, and assisting in the effective management and organization of records within the organization. Your expertise in operating printing equipment, managing print workflows, and delivering high-quality print materials will play a crucial role in supporting our organization's day-to-day operations.

Responsibilities:

• Operate and maintain various printing equipment, including digital printers, copiers, and wide-format printers, to fulfill print requests.
• Review and prioritize print jobs based on deadlines and urgency, optimizing print production workflows for efficiency.
• Ensure accurate color calibration and adjust settings as needed to maintain print quality and consistency.
• Execute essential mail services, including accurate sorting and efficient distribution of interoffice mail, conducting scheduled internal runs, utilizing states-of-the-art postage equipment for precise mail metering, preparing specialized outgoing mail (certified, requested), and retrieving outgoing mail from designated internal areas.
• Identify legal documents and process according to document type and Firm policies
• Sort incoming records and prepare for scanning by removing all staples, clips, bindings etc. Ensure paper is smoothed and ready to scan
• Review digital images to ensure image quality and page accuracy
• Save and organize documents in the Firm's Document Management System
• Return documents that can’t be destroyed to the Records Department
• Assist with the destruction of documents by direction of Records Manager
• Assumes responsibility for maintaining the highest level of confidentiality of all firm records and files
• Perform thorough quality checks on printed materials to ensure accuracy, proper formatting, and adherence to brand guidelines.
• Collaborate with clients to review proofs and make necessary adjustments before finalizing print orders.
• Address any print-related issues promptly, such as paper jams, misprints, or image distortions.
• Provide excellent customer service to clients, addressing inquiries, offering guidance, and managing expectations throughout all processes.
• Communicate professionally and effectively with team members and clients, ensuring clear and timely updates on job status and completion timelines.
• Collaborate with other DDC specialists and departments to ensure seamless workflow and customer satisfaction.
• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of an Office Services Associate – Print

Position Requirements/Experience/ Education:

• High school diploma or equivalent, college degree preferred 
• Minimum 1 year of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information

The Compensation for this role is up to $21.25 per hour and may be eligible for an annual bonus. Actual compensation will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

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Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients. 

Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation. 

We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation. 

Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.