Word Processing Associate

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.

The Word Processing Associate is responsible for creating, formatting, editing, and proofreading high-quality documents for Opensity Solutions. This role ensures all documents meet organizational, client, and industry standards for accuracy, consistency, formatting, and professionalism. The Word Processing Associate supports document production workflows, collaborates with internal teams, and maintains strict confidentiality while handling sensitive information. This position reports to the Lead Word Processing Specialist or Client Relations Manager and is classified as non-exempt.

Shift: Monday to Friday - 10:00a.m to 7:00p.m

ROLES & RESPONSIBILITIES

Document Formatting & Creation

• Collaborate with attorneys, paralegals, and internal teams to create, edit, and format a wide range of professional documents, including contracts, briefs, pleadings, and agreements. 

• Ensure all documents comply with company style guides, formatting standards, branding requirements, and client specifications. 

• Utilize document production tools to format, convert, and manage complex documents, including track changes, redlining, cross-referencing, and table of contents creation. 

• Create and manage fillable forms using Microsoft Word and Adobe Acrobat. 

• Transcribe audio files, convert documents into various formats, and maintain professional document presentation standards. 

• Perform data entry and document input tasks with accuracy and attention to detail. 

Proofreading & Quality Assurance

• Review and proofread documents to ensure accuracy in grammar, punctuation, formatting, and consistency. 

• Ensure all documents meet internal and client quality standards prior to final submission. 

• Manage multiple document production requests simultaneously while meeting strict deadlines. 

• Maintain document version control and ensure proper organization and accessibility of files. 

• Implement tables of contents, indexes, and reference tools to improve document usability and navigation. 

Workflow Coordination

• Collaborate with team members to support document production workflows, intake processes, and job tracking. 

• Assess incoming document requests to determine appropriate formatting and production methods. 

• Assist with training and support for junior staff members as needed. 

• Support peer teams with proofreading, formatting, and document preparation tasks. 

• Execute document automation tasks such as mail merges, templates, and standardized response documents. 

Collaboration & Communication

• Communicate effectively with supervisors, peers, and clients regarding project status, deadlines, and requirements. 

• Work closely with internal teams to understand document needs and ensure accurate delivery of services. 

• Maintain professionalism in all interactions and ensure timely updates on assigned work. 

Continuous Improvement & Compliance

• Stay current on document production tools, formatting standards, and industry best practices. 

• Follow all organizational policies and client-specific guidelines to ensure compliance and quality. 

• Handle sensitive and confidential information with the highest level of discretion and professionalism. 

• Support cost-effective operations through efficient use of tools, software, and resources. 

Training & Development

• Participate in ongoing training programs, including Cornerstone Learning modules, to enhance technical and professional skills. 

• Continuously develop expertise in document production tools, legal formatting standards, and workflow systems. 

KNOWLEDGE, SKILLS & ATTRIBUTES

• Strong attention to detail with a high level of accuracy in document formatting and proofreading. 

• Proficiency in Microsoft Office Suite and Adobe Acrobat, including advanced document formatting tools. 

• Strong written communication skills with excellent grammar, spelling, and editing abilities. 

• Ability to manage multiple deadlines and prioritize competing tasks in a fast-paced environment. 

• Strong organizational and workflow management skills. 

• Ability to maintain confidentiality and handle sensitive information appropriately. 

• Strong problem-solving and decision-making abilities within role scope. 

• Ability to collaborate effectively with cross-functional teams. 

• Strong adaptability and flexibility in changing priorities and workloads. 

• Professional demeanor with a strong client-service orientation. 

QUALIFICATIONS

Education: High School diploma required. College degree or coursework preferred but candidates with relevant experience will be considered

Experience: Minimum of 1–2 years of experience handling sensitive or professional documentation in a legal, corporate, financial, or administrative environment.

Technical Skills: Proficiency in Microsoft Office Suite, Adobe Acrobat, document management systems, formatting tools, and data entry platforms. Experience with legal or corporate document production systems is preferred.

The Compensation range for this role is 22.00 to 24.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range 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.