Lead Records Associate (Law Firm)

SPS North America; Baltimore (MD); On-site; USD 29,000 - 32,000; Full time

Benefits offered by this job

Career Growth

Learning & Development

We Recognize Talent

Paid Time Off

Bonuses

Benefits

Job summary

SPS North America is seeking a detail-oriented Lead Records Associate to oversee daily records operations, ensuring case files and documents are organized, accessible, and secure for attorneys and staff. You will support the team and manage file rooms with discretion and efficiency.

The role emphasizes organization, data entry, scanning, and collaboration across legal teams to maintain compliant records processes.

Qualifications

• High school diploma or equivalent required.
• College degree preferred.
• 2+ years in records management or legal records.
• Previous lead or training experience preferred.
• Strong organization, detail orientation, and communication skills.
• Experience with scanning, electronic databases, and data entry.
• Ability to multitask, prioritize, and work independently.

Responsibilities

• Open, index, organize, scan, and maintain case files and records.
• Upload documents to electronic databases and maintain accuracy.
• Maintain secure file rooms and storage areas.
• Retrieve records and assist attorneys and staff with records requests.
• Prepare files for closing, off-site storage, and secure disposal.
• Coordinate daily records activities and support team workflow.
• Train and mentor interns or student assistants.
• Provide reception or mailroom coverage as needed.
• Handle confidential information with discretion and follow firm procedures.

Skills

Records management

Attention to detail

Communication

Data entry

Scanning software

Independent work

Education

High school diploma or equivalent

College degree preferred

Tools

Electronic databases

Job description

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership

Schedule: Monday–Friday | 8:30 AM–5:30 PM

Keep Legal Records Organized & Accessible

We're looking for a detail-oriented Lead Records Associate to oversee daily records operations and ensure case files and documents are accurately organized, maintained, and accessible. This role supports attorneys and staff while maintaining secure and efficient records processes.

Why This Role Matters

Accurate records management helps legal teams stay organized and productive. Your attention to detail and discretion ensure attorneys and staff can quickly access the information they need.

What You’ll Do

Records & Document Management

• Open, index, organize, scan, and maintain case files and records
• Upload documents to electronic databases and maintain accurate records
• Maintain secure and organized file rooms and storage areas
• Retrieve records and assist attorneys and staff with records requests
• Prepare files for closing, off-site storage, and secure disposal

Lead & Administrative Support

• Coordinate daily records activities and support team workflow
• Train and mentor interns or student assistants
• Assist with trial binders, exhibits, and external records requests
• Provide reception or mailroom coverage as needed
• Handle confidential information with discretion and follow firm procedures

What You Bring

• High school diploma or equivalent required; college degree preferred
• 2+ years of records management, legal records, document services, or related experience preferred
• Previous lead or training experience preferred
• Strong organization, attention to detail, and communication skills
• Experience with scanning, electronic databases, and data entry
• Ability to multitask, prioritize, and work independently

Physical Requirements

• Ability to lift and carry files and boxes up to 30 lbs.
• Ability to walk, bend, reach, and stand as needed
• Ability to perform frequent filing, scanning, and data entry

Travel: None or Negligible

Think You're a Fit?

If you're organized, detail-oriented, and enjoy supporting legal teams through accurate and efficient records management, we'd love to hear from you.

Compensation: The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors.

Vacancy Status: This posting is for an existing vacancy.

Pay Range

$21 - $23 USD

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts. Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings.

Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.