Records Coordinator
Position Overview
The law firm is seeking a detail-oriented and organized Records Coordinator to manage and maintain firm records in accordance with established policies, procedures, and legal requirements. The Records Coordinator plays a vital role in supporting attorneys, paralegals, and administrative staff by ensuring that records are accurately created, maintained, secured, and accessible. This role requires a high level of discretion, strong organizational skills, and the ability to manage both physical and electronic records across multiple practice areas.
Job Responsibilities
- Maintain and organize physical and electronic legal records and files in compliance with the firm’s records retention and destruction policies
- Coordinate the retrieval, duplication, and delivery of records as requested by attorneys and staff
- Assist with implementation and enforcement of firm-wide records management procedures and best practices
- Perform routine audits to ensure files are accurately labeled, securely stored, and properly archived or destroyed as appropriate
- Manage the intake and release of client files, including processing file transfer requests and coordinating with external parties as needed
- Ensure that all records are properly classified and indexed for easy retrieval
- Support litigation holds and other records-related compliance needs as required
- Work closely with IT to ensure the records management system is operating effectively and data integrity is maintained
- Train and support new employees on records protocols and file management systems
- Liaise with offsite storage vendors and coordinate the retrieval or return of files as needed
- Assist with special projects and provide administrative support as assigned
Education and Experience
- High school diploma or equivalent required
- Associate’s or bachelor’s degree preferred
- 2+ years of experience in records or file coordination; legal experience strongly preferred
Qualifications
- Prior experience in records management, preferably in a law firm or professional services environment
- Familiarity with legal file organization and records retention standards
- Strong attention to detail, accuracy, and confidentiality
- Excellent organizational and time management skills
- Ability to work independently and as part of a team
- Proficiency in Microsoft Office and document management systems
- Ability to lift boxes and manage physical file storage when needed
Work Environment and Physical Demands
- Office environment with regular interaction across departments
- Must be able to lift and move file boxes up to 30 lbs
- Some bending, stooping, and walking required when working with file storage
Salary Information
The text does not provide specific salary information for the Records Coordinator position.
