Product Specialist, Document Products

Hogan Lovells; London; Hybrid; GBP 40,000 - 80,000

Job description

Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.

Job Title

Product Specialist, Document Products

Department

Information Technology

Office Location

London

Reports To

Senior Manager, Document Products

Working Hours

35 hours per week, 9:30am to 5:30pm but additional hours may be required. We are happy to consider agile and flexible working patterns. Our approach to hybrid working allows for up to 40% of time working from home and 60% working in the office. Please contact a member of the recruitment team to discuss further.

Firm Description

Hogan Lovells is one of the leading global law firms. Our distinctive market position is founded on our exceptional breadth of our practice, on deep industry knowledge, and on our 'one team' global approach. Formed through the combination of two top international law firms, Hogan Lovells has over 40 offices in the Americas, Asia-Pacific, Europe, the Middle East and Africa.

With a presence in the world's major financial and commercial markets, we are well placed to provide excellent business-oriented advice to our clients locally and internationally. Our people are the key to our success, which is why we seek to recruit and retain the most talented individuals in all regions of our global practice.

Department Description

The Information Technology Department is responsible for all technology services within the firm. The department is a business services function that supports and contributes to the objectives of the legal practice. Members of this department are expected to fit into the firm's culture and be committed to providing a high quality of service to our customers.

Role Overview

The document management system (NetDocuments) along with other systems are used to manage documents, form a key strategic document products set/platform for creating, managing, and delivering our client product and content.

The Product Specialist will create new and update the existing Inclusionary InTapp Walls, conduct quarterly and semi-annual audits to ensure compliance with firm policies and regulatory requirements. Furthermore, the Product Specialist will be responsible for understanding the current and upcoming functions, designs, implementation and ongoing management and continuous improvement of NetDocuments and other associated applications. This includes communicating status and information to all levels of team members, vendors, and stakeholders, maintaining documentation, managing, and executing tasks for initiatives related to NetDocuments and other associated applications.

The Product Specialist supports and improves critical business and technology processes by managing the administration, enhancements, and maintenance of Inclusionary InTapp Walls, NetDocuments, and other associated applications. This person works closely with the product vendor, and is responsible for fully documenting, maintaining, training, and applying changes with agreed upon design decisions and processes, and to ensure the architecture and engineering best practices are followed and delivered as part of the Document Products.

This individual will serve as a key liaison to the vendors, understanding stakeholder needs and concerns, and how InTapp Walls, NetDocuments, and other associated applications can support and meet the objectives. This individual also anticipates business needs and can respond quickly with various solution options when business priorities change, by articulating complex technical matters in easy to understand and business facing terms.

Key Responsibilities / Accountabilities

• Maintains solid knowledge of the functional capabilities and serves as a subject matter expert for questions related to Inclusionary InTapp Walls, NetDocuments, and other associated applications.
• Establish new Inclusionary InTapp Walls as mandated by clients.
• Maintain existing Inclusionary InTapp Walls.
• Conduct quarterly and semi-annual InTapp Walls audits as mandated by clients.
• Create new NetDocuments groups to restrict access to NetDocuments’ content.
• Generate ad-hoc audit reports for InTapp Walls, NetDocuments, and other associated applications.
• Work with stakeholders to create user stories based on requirements and be prepared to communicate functionally across the user community.
• Monitor and analyze feedback to identify opportunities for improvements.
• Communicate requirements, enhancements, defects to vendor for review and disposition.
• Manage administration, maintenance, implementation, upgrades, and support activities for NetDocuments and other associated applications.
• Collaborate with the product team members and vendor to prioritize the work needed to deliver functionalities in a timely manner; to understand the product capabilities and features, build consensus, and coordinate release schedules with deployment and technical resources.
• Build and maintain an appropriately prioritized sprint backlog, including items from ServiceNow such as defects and enhancement requests.
• Administration and configuration responsibilities related to NetDocuments and other associated applications.
• Ensure IT best practices are utilized within the Document Product team’s applications including systems integrations, system administration, vendor data centre services and operations.
• Have a broad technical skill set that lends to the ability to quickly understand and work with new applications/technologies.
• Follow appropriate solution delivery lifecycles, consult with workstream leaders and project sponsors, and contribute to the effective planning and use of resources.
• Support all Document Product Team’s applications workstreams in their efforts to roll out future releases and projects.
• Utilize strong critical thinking skills, including the ability to identify problems and decide/present on the best solution.
• Record Document Product Team’s applications design decisions via high-level/low-level designs, flowcharts, layouts, diagrams, charts, etc.
• Ensure review and sign off documentation, including high- and low-level designs, to the NetDocuments and other associated applications prior to all deployments.
• Assume additional responsibilities as assigned.

Specific duties or responsibilities may be reviewed from time to time to reflect changes in personnel and management structure, staff location or services.

All members of the firm participate in our Responsible Business program.

Person Specification

Experience Required

• Experience with Document Products (including but not limited to InTapp Walls, NetDocuments, and Secure File Transfer applications) administration, configuration, and support.
• Experience with Agile methodology, writing user stories, managing scrum calls, prioritizing backlog.
• 5-10 years' experience in information technology, solution/product delivery and support.
• Experience with PowerShell and SQL scripting.
• Experience with Microsoft Productivity suite with intermediate to advanced experience in Microsoft Excel.
• Experience working in a law firm environment, or alternately in a similar professional services culture.

The Candidate

• Initiative-taker able to take a given task and see it through to fruition with as little communication back and forth needed.
• Able to present ideas in a variety of ways depending upon audience and context.
• Can pull different teams/individuals together and present ideas in a variety of ways to achieve buy-in, commitment and adoption of program controls.
• Be results-oriented and able to drive things forward from inception to delivery.
• Have exceptional attention to detail and a genuine curiosity to learn, question and challenge to understand the program being delivered and be able to spot errors, inconsistencies, and gaps.
• Prepared to challenge ideas within a group in a constructive way.
• Ability to work effectively in a rapidly changing environment with aggressive deadlines.
• Ability to communicate clearly and efficiently to both team members and users, verbally and in writing.
• Be self-motivated to identify and implement the necessary controls and ways of working, drive the weekly and monthly cadence of the program, seek feedback from team members and recognize and act on opportunities for improvement.
• Able to manage multiple projects/tasks with competing deadlines and priorities.
• The ability to interact with a wide range of people from diverse backgrounds and cultures.
• Excellent problem-solving, communication, and people skills.
• Ability to explain and present ideas to technical and business people.

Agile Working Statement

Our goal is to embed flexibility across our business by giving everyone the opportunity to work in an agile way, whether as a regular pattern or on an ad hoc basis, and we will be happy to discuss this further.

Equal Opportunities Employment Statement

It is the policy of Hogan Lovells to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of racial or ethnic origin, religion, sex, gender and gender identity, age, sexual orientation, marital and civil partnership status, pregnancy or disability.