Records Technician

Services OR LP/SEC; Montreal (administrative region); On-site; CAD 42,000 - 56,000; Full time

Benefits offered by this job

Hybrid work environment

Retirement savings plan with employer

Benefit premiums paid by the firm

Telemedicine services

Wellness allowance

Training and development programs

Job summary

Norton Rose Fulbright Canada seeks a Records Technician in Montreal to support the Records Manager with off-site file activities, indexing, reconciliations and report generation to back governance and compliance. You will clean up data in records databases and coordinate with legal assistants on electronic file consolidation.

The ideal candidate has 3–5 years in information governance or records management, is bilingual in French and English, and demonstrates strong organizational and customer

Qualifications

• 3–5 years of Information Governance, Records Management, or Legal Assistant work experience.
• Proficient in written and spoken French and English for Quebec.
• Must possess excellent customer service skills and accuracy.

Responsibilities

• Execute off-site file activities: indexing, retrievals, transfers, and reconciliations.
• Generate file reports, seek approvals for destruction, and maintain approvals.
• Clean up physical and electronic file data in records databases.
• Consolidate electronic files with legal assistants and staff; clean up repositories.
• Ensure onboarding/offboarding tasks are executed promptly for new hires and exiting staff.
• Conduct records management training/orientation for staff and retraining as needed.
• Act as onsite contact for shredding vendor and manage service schedule.
• Maintain onsite storage and cabinet inventory; assist with allocation.
• Coordinate with legal assistants to prepare materials for offsite storage and indexing.
• Troubleshoot information governance issues with staff and escalate when needed.
• Provide accurate data input into enterprise systems; assist with supplier invoices.
• Work with offsite storage vendors to ensure data accuracy across accounts.
• Follow records management guidelines and identify inefficiencies; assist projects.

Skills

Information Governance

Customer service

Bilingual French/English

Detail oriented

Microsoft Office

Problem solving

Communication skills

Teamwork

Adaptability

Education

High School Diploma or equivalent

Job description

Records Technician

The Records Technician position reports directly to our Records Manager.

• Execute all off‑site file activities, including indexing, retrievals, transfers, permanent withdrawals and reconciliations for the office/s in the province, providing coverage for other national offices as necessary


• Generate file reports as needed, seek approvals for destruction of files from partners, escalator hold requests, and maintain record of approvals


• Execute clean up of physical and electronic file data in our records database as directed by the Records Manager


• Work with legal assistants and business services members in their electronic file consolidation, performing clean up in various electronic repositories as required


• Ensure all onboarding and offboarding tasks are executed promptly for new hires and exiting employees of the firm


• Conduct records management training/orientation for new legal support staff as well as retrain staff in new processes as they are created


• Act as the onsite contact for our shredding vendor in the local office, ensuring all receptacles are serviced on the schedule provided by the vendor


• Maintain onsite storage and cabinet inventory, assisting the Records Coordinator with allocation as needed


• Work with legal assistants to ensure only accepted materials are being prepared for offsite storage, and facilitate the collection, sorting, and indexing of files


• Work with legal assistants and lawyers to troubleshoot local information governance related problems, escalating to the Records Manager where necessary


• Provide accurate and timely data input into enterprise systems


• Assist with processing supplier invoices when required


• Work with our offsite storage vendors to ensure their data is accurate across our accounts


• Follow records management guidelines and procedures, flagging inefficiencies as they are found


• Assist in records management related projects as needed

What you bring to the role

• 3 – 5 years of Information Governance, Records Management, or Legal Assistant work experience


• High School Diploma or equivalent experience


• For positions in Quebec, proficient in written and spoken French and English


• Must possess a high-level of customer service skills and have a positive attitude


• Highly detail oriented & strong attention to accuracy


• Working knowledge of Microsoft Office, information management software and database applications


• Ability to lift heavy boxes


• Ability to independently solve problems in a challenging environment that is evolving


• Ability to function both in a team and unsupervised environment


• Excellent verbal and written communication skills, with the aptitude to interact with all levels of the organization with confidence


• Well organized and the ability to meet deadlines in a fast‑paced environment


• Flexibility (may have to work overtime and/or change working hours)

Why join our team

Ready to join a proactive and modern firm that provides an exceptional career experience in an inclusive and collaborative environment?

• Hybrid work environment


• Retirement savings plan with employer contribution


• Benefit premiums paid by the firm


• Telemedicine services


• Wellness matters: Flexible health and wellness allowance that covers much more than gym memberships!


• Training and development programs based on your interests and needs

As part of a global legal practice, Norton Rose Fulbright Canada embrace a culture of excellence and client service, but always with a focus on flexibility, respect, diversity and openness. We strive to create an equitable, inclusive environment where everyone can bring their whole self to work and realize their career potential.

If you require any reasonable adjustments during the recruiting process

Please note that applicants who receive an employment offer may be required during their employment with Norton Rose Fulbright to provide proof of vaccinations recommended from time to time by government or public health authorities.

Norton Rose Fulbright has a duty to accommodate those who are unable to get vaccinated due to protected grounds.

Please note that this job posting is being advertised to fill an existing vacancy.

Norton Rose Fulbright provides a full scope of legal services to the world’s preeminent corporations and financial institutions. The global law firm has more than 3,000 lawyers advising clients across locations in the United States, Europe, Canada, Latin America, Asia, Australia, Africa and the Middle East. With its global business principles of quality, unity and integrity, Norton Rose Fulbright is recognized for its client service in key industries, including financial institutions; energy, infrastructure and resources; technology; transport; life sciences and healthcare; and consumer markets.