Legal Records Supervisor

Puno and Puno Law Offices; Mandaluyong; On-site; PHP 400,000 - 640,000; Full time

Job summary

Puno and Puno Law Offices is seeking a highly organized Legal Librarian / Records Manager to oversee legal information resources and both physical and electronic client-matter records. The role supports lawyers and staff with legal research, document retrieval, matter-file administration, and secure handling of privileged information.

The ideal candidate will have a relevant degree and at least three years’ experience in a legal environment, with strong knowledge of Philippine legal sources and

Qualifications

• Bachelor’s degree in Library and Information Science, Records Management, Information Management, Legal Studies, or related field.
• At least three years of relevant experience, preferably in a law firm or legal-services environment.
• Knowledge of Philippine legal research sources, matter-file administration, records retention, archiving, and secure disposal.
• Proficiency in Microsoft Office, online legal research tools, and document or records management systems.
• Strong research, organization, communication, and attention-to-detail skills.
• High integrity and discretion, with the ability to manage urgent requests and multiple deadlines; willingness to render overtime when operationally necessary.

Responsibilities

• Manage the Document Management Systems (DMS) of the firm
• Monitor the inventory, location, and movement of records within the firm
• Supervise archiving and retrieval of records from Iron Mountain
• Conduct periodic audits and reconciliation of records inventories
• Manage records requests, retrievals, and returns
• Maintain matter-file structures, indexes, access controls, retention schedules, legal holds, and off-site storage records
• Recommend and implement process improvements to enhance records management efficiency
• Coordinate with the IT Department and vendors or service providers on records-related initiatives and system enhancements
• Train lawyers and staff on research tools, document filing, records procedures, and proper use of firm systems
• Ensure the confidentiality, security, and proper preservation of legal and corporate records

Skills

Legal research

Records management

Attention to detail

Organization

Communication

Integrity & discretion

Education

Bachelor's degree in Library and Information Science (or related)

Tools

Document Management Systems

Microsoft Office

Iron Mountain

Online legal research tools

Job description

About the role

We are seeking a highly organized Legal Librarian / Records Manager to manage our law firm's legal information resources and physical and electronic client-matter records. The successful candidate will support lawyers and staff with legal research, document retrieval, matter-file administration, records retention, and the secure handling of privileged and confidential information.

Key responsibilities

• Manage the Document Management Systems (DMS) of the firm

• Monitor the inventory, location, and movement of records within the firm

• Supervise archiving and retrieval of records from Iron Mountain

• Conduct periodic audits and reconciliation of records inventories

• Manage records requests, retrievals, and returns

• Maintain matter-file structures, indexes, access controls, retention schedules, legal holds, and off-site storage records

• Recommend and implement process improvements to enhance records management efficiency

• Coordinate with the IT Department and vendors or service providers on records-related initiatives and system enhancements

• Train lawyers and staff on research tools, document filing, records procedures, and proper use of firm systems

• Ensure the confidentiality, security, and proper preservation of legal and corporate records

About you

• Bachelor's degree in Library and Information Science, Records Management, Information Management, Legal Studies, or a related field

• At least three years of relevant experience, preferably in a law firm or legal-services environment

• Knowledge of Philippine legal research sources, matter-file administration, records retention, archiving, and secure disposal

• Proficiency in Microsoft Office, online legal research tools, and document or records management systems

• Strong research, organization, communication, and attention-to-detail skills

• High integrity and discretion, with the ability to manage urgent requests and multiple deadlines; willingness to render overtime when operationally necessary