Production Specialist

Overview

The Production Specialist ensures that transcripts and work products are complete, accurate, and delivered to clients on time. This role performs final checks of each transcript and converts it into the client’s requested file format(s). Working closely with the Production Manager and related specialists, the Production Specialist helps manage workflow and the work product pipeline to ensure orders are prepared and delivered within designated timelines.

Responsibilities

• Prepare and deliver final transcript packages within expected timelines, ensuring completeness, accuracy, and compliance with client-specific instructions.
• Produce and deliver additional client-requested outputs (including alternate file formats and add-ons such as PDF, Word, text, condensed versions, indexes, exhibits/attachments, and certification pages) according to established procedures.
• Complete standard quality control checks prior to delivery, following checklist protocols.
• Follow departmental protocols, standard operating procedures (SOPs), and checklists to ensure consistent, compliant, and high-quality deliverables.
• Ensure deliverables and processes comply with applicable jurisdiction-specific rules.
• Respond to emails and phone calls from clients and other external users through the organization’s CRM, providing exceptional customer service.
• Escalate issues promptly to the Production Manager or designated lead when information is missing, instructions conflict, deadlines are at risk, or system errors occur.
• Communicate and collaborate with internal teams to coordinate delivery on special requests, including rush orders.
• Maintain strict confidentiality of all organization, client, and business information accessed or handled during employment.
• Perform other duties as assigned.

Performance Expectations

Performance is evaluated based on consistency, accuracy, timeliness, adherence to departmental procedures, and effective communication when issues or workflow risks arise. Specific targets may be established and updated separately as department standards and operational needs evolve.

Key Success Measures

• Consistently prepares and delivers complete transcript packages within expected timelines, including rush timelines when applicable.
• Maintains a high level of accuracy and completeness in final deliverables, with minimal post-delivery corrections or revisions.
• Follows client-specific instructions, required formats, naming conventions, add-ons, and departmental checklist requirements prior to delivery.
• Uses established SOPs and quality control processes to support consistent, compliant, and reliable work product.
• Escalates missing information, conflicting instructions, deadline risks, or system issues in a timely and appropriate manner.
• Communicates effectively with internal teams to support workflow reliability and timely resolution of special requests.

Required Skills & Abilities

• File management and organization.
• Strong attention to detail and active listening.
• Professional, client-focused demeanor.
• Reliability and strong work ethic.
• Proficiency with common workplace software, including Microsoft Word, Excel, Teams, videoconferencing platforms, Adobe Acrobat, and CRM systems.
• Comfort with day-to-day technology (including typing, softphone operation, and learning new tools).
• File type management and conversion.
• Ability to adapt to process changes in an evolving legal technology environment.
• Ability to multitask and prioritize client needs by time sensitivity.

Education & Experience

• Required: High school diploma or equivalent, or equivalent combination of education, training, and experience.
• Preferred:
  • Experience with Salesforce
  • Experience with YesLaw
  • Special consideration for candidates with prior experience in both legal transcription/scoping/proofreading and/or court reporting.

Work Environment

• Primarily remote role performed from a home office or approved remote work location; limited travel may be required periodically for training, meetings, or other business needs.
• All work is conducted through secure, organization-approved technology platforms using computer, phone, and video conferencing platforms.
• Reliable high-speed internet access and a private, secure workspace are required.

Physical Requirements

• Ability to work for extended periods at a computer workstation in a remote, home-based environment.
• Ability to perform repetitive motions, including frequent typing, keyboarding, and use of a mouse or other input devices.
• Ability to view computer screens, read digital documents, and analyze information for prolonged periods.
• Ability to occasionally adjust or move home office equipment weighing up to 10 pounds.
• Some evening or weekend work may be required depending on client needs or emergency situations.
• Ability to travel to surrounding areas or states as needed.

Equal Opportunity Employer

The organization is an equal opportunity employer and administers personnel practices without regard to race, color, religious creed, sex, gender, age, ancestry, national origin, mental or physical disability or medical condition, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, or any other category protected under federal, state, or local law.