Orlando: Records Coordinator

Wood Smith Henning & Berman LLP; Orlando (FL); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary package

Potential for bonuses

Comprehensive insurance including medical, dental, and vision

Job summary

Wood Smith Henning & Berman LLP in Orlando, Florida, seeks a Records Coordinator to ensure adherence to policies and manage physical and electronic information efficiently. The ideal candidate will have 7-10 years of legal experience, exceptional organizational skills, and a commitment to confidentiality.

This position involves managing project workflows, training employees, and maintaining a secure record management system. A bachelor's degree related to records management is necessary.

The firm offers a competitive salary, bonuses, and comprehensive insurance benefits.

Qualifications

• At least 7-10 years of Legal experience.
• 3-5 years of Project Management experience.
• Strong understanding of records management principles and relevant laws.

Responsibilities

• Manage administrative and client matter projects.
• Respond to requests for records and information.
• Maintain an organized record storage system.
• Enforce record retention policies and procedures.
• Categorize records for easy retrieval.
• Convert physical records to digital formats.
• Oversee document management workflows.
• Regularly audit records for accuracy.
• Train employees on record management best practices.
• Assist with secure disposal of records.
• Implement record management technologies.
• Safeguard sensitive information.

Skills

Project Management

Record Management

Organizational Skills

Communication Skills

Problem-Solving

Technology Proficiency

Compliance Awareness

Confidentiality

Team Player

Adaptability

Education

Bachelor's degree in records management, information science, or business administration

Tools

Records management software

Document management systems

Job description

The Records Coordinator is essential in ensuring adherence to Firm and Department policies, enhancing operational efficiency, and managing risk. This role involves maintaining and handling both physical and electronic information for the Firm and its clients.

The ideal candidate will demonstrate a commitment to exceptional service, quality work, teamwork, and continuous improvement.

Job Responsibilities

• Project Management: Manage administrative and client matter projects from inception to end. Strong project management and multi-taking skill required. And delegate to Records File Clerks to assist with ongoing administrative and client projects.
• Requests: Respond to requests for records and information promptly and accurately
• Record Management: Maintain an organized and efficient system for storing and retrieving physical and electronic records, including documents, files, and data. Provide support with Matter Mobility Transfers to expedite file releases and oversee compliance with transfer protocols and procedures. Oversee the proper intake of client files and data into the firm’s document management and RIM systems
• Record Retention: Participate in and enforce record retention policies and procedures in compliance with legal and regulatory requirements. Ensure records are kept for the appropriate duration and disposed of when necessary.
• Document Classification: Categorize records for easy retrieval, ensuring that documents are properly labeled, indexed, and tagged with relevant metadata.
• Digitization: Convert physical records to digital formats and implement digital archiving systems to enhance accessibility and reduce physical storage needs.
• Document Workflow: Oversee document management workflows, ensuring documents move through the organization efficiently, from creation to archiving.
• Record Auditing: Regularly audit records to verify accuracy, completeness, and compliance with policies and regulations.
• User Training: Provide training and guidance to employees on record management best practices and policies.
• Record Disposal: Assist with secure and proper disposal of records that have reached the end of their retention period.
• Technology Integration: Stay current with record management software and technologies and implement new tools to improve record-keeping processes.
• Data Security: Safeguard sensitive and confidential information by implementing security measures, access controls, and encryption as needed

Qualifications

• Education: A bachelor's degree in a relevant field, such as records management, information science, or business administration, Information Technology is often preferred.
• Experience: At least 7-10 years of Legal experience. Project Management experience – 3-5 years
• Knowledge of Record Management: Strong understanding of records management principles, best practices, and relevant laws and regulations (e.g., GDPR, HIPAA).
• Organizational Skills: Exceptional organizational skills and attention to detail to maintain an efficient record-keeping system.
• Technology Proficiency: Proficiency with records management software, document management systems, ESI management.
• Communication Skills: Effective written and verbal communication skills for training employees and responding to information requests.
• Problem-Solving: Ability to troubleshoot record management issues and find solutions to improve efficiency and compliance.
• Compliance Awareness: Understanding of legal and regulatory requirements related to record management and data privacy.
• Confidentiality: A strong commitment to maintaining the confidentiality and security of sensitive information.
• Team Player: Ability to work well in a team and collaborate with colleagues in various departments.
• Adaptability: Willingness to adapt to changing technologies and best practices in record management.
• Reliable

Benefits

• A competitive salary package, including the potential for bonuses
• Insurance including medical, dental, vision, disability, life, and a flexible spending account