Records and Central Services Assistant

Honigman LLP; Ann Arbor (MI); On-site; USD 41,600 - 52,000; Full time

Benefits offered by this job

Comprehensive health and well-being benefits

401K and profit sharing

Generous All Purpose Leave program

Learning and development programs

Job summary

A premier business law firm is seeking a Records and Central Services Assistant in Ann Arbor. This role supports office operations, manages records, and ensures efficient service delivery. Ideal candidates will have strong organizational skills and customer service experience, with opportunities for career growth in a recognized workplace.

Qualifications

• Two or more years' experience in an office environment with direct customer interaction.
• Prior food service experience strongly preferred.
• At least two years of computer experience using Windows and databases.

Responsibilities

• Maintaining conference rooms and handling set-up for client meetings.
• Processing daily folder requests and managing records effectively.
• Providing backup to the receptionist and assisting with office operations.

Skills

Organization

Customer Service

Initiative

Education

High school diploma or equivalent

Job description

This range is provided by Honigman LLP. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$41,600.00/yr - $52,000.00/yr

Direct message the job poster from Honigman LLP

Honigman is a premier business law firm, based in Michigan with an international practice. Honigman is consistently recognized as one of the 101 Best and Brightest Places to Work, we earned this recognition by recruiting attorneys and staff members with outstanding credentials. Currently, we are looking for a Records and Central Services Assistant in our Ann Arbor Office. In addition to our Ann Arbor office, we have offices in Detroit, MI, Grand Rapids, Lansing, Ann Arbor, Bloomfield Hills, Kalamazoo, Chicago, IL, and Washington D.C. With more than 350 attorneys working in 60 different areas of concentration, Honigman provides timely and cost-effective counsel to clients in numerous industries.

JOB SUMMARY

Under the supervision of the Ann Arbor Office Administrator and in concert with the Information Governance Operations Manager, the Records and Central Services Assistant will ensure all aspects of Ann Arbor office operations run smoothly and efficiently and records are maintained. Office services responsibilities include conference room set-ups, logistical support, administrative duties, timely deliveries and other office-related assignments. Records responsibilities include the processing of daily file requests, file maintenance and producing barcoded labels, refilling boxes for off-site storage, boxing folders from internal storage areas and other special projects as assigned.

RESPONSIBILITIES

Office Services

• Maintains and sets up conference rooms, ensuring rooms are clean and neat.
• Handles beverage and meal set-ups for client and internal meetings, delivers food to conference rooms for meetings; handles and/or assists with set up for special occasion functions including dinner meetings, cocktail parties, etc.
• Ensures technical equipment is in place, as advised. Facilitates, sets up and tests video conferencing settings and equipment.
• Maintains kitchen area, including cleaning the kitchen, running the dishwasher on a daily basis, and ensures the kitchen is stocked with appropriate supplies; occasionally, conducts thorough cleaning of refrigerator on an as-needed basis.
• Separates, sorts and distributes interoffice and U.S. mail, and tracks postage when advised.
• Processes outgoing mail and packages including timely drop-off at the end of the day, including packages sent through outside delivery services.
• Arranges and coordinates outside courier deliveries and pickups as needed. Maintains all back-up delivery forms and requests.
• Handles copy and imaging jobs and appropriately logs same.Assists in operation and maintenance of copy machine, including ordering and stocking supplies such as paper and toner. Reports machine break-downs to appropriate manager or vendor and keeps repair/service logs current at all times.
• Assists with moving of boxes and files, as well as occasional minor repair and moving of office furniture.
• Provides back-up to receptionist, which consists of greeting visitors, answering phones, accepting packages, taking conference room reservations and ordering lunches for meetings.
• Performs miscellaneous tasks as assigned by supervisor.
• Performs systems and printer maintenance; troubleshoots printers as necessary.
• Responsible for inventories, purges, shifting, etc.Uses the portable computer inventory unit for inventories or shelving; uploads the portable computer unit, assuring the accuracy of the data.
• Tags ethical screened folders in storage areas.

Records

• Processes daily folder requests (electronic, phone, or walk-in) by searching the records management (“RM”) software, retrieving the folders that are either stored internally or off-site, delivering them on a timely basis.
• Searches RM or other sources of information for the folders and checks out folders.
• Retrieves folders from internal locations or requests them from the off-site vendor.
• Advises attorneys/secretaries of approximate delivery times and of any problems locating folders.
• Checks in folders using the records management software sent to the Record Services Department and files in storage areas using a portable computer inventory unit.Uploads the portable computer unit and assures the accuracy of the data.
• Sorts incoming folders and distributes appropriately for processing.
• Responsible for boxing folders from internal storage areas for off-site storage including the records management (“RM”) software, reviewing box reports to assure box contents.
• Refills off-site storage boxes, updates the records management software, and prepares them for off-site pickup.Refills off-site boxes and prepares them to be returned off-site; pulls and boxes folders from internal storage areas.
• Monitors incoming walk-in, e-mail and phone folder requests by performing computer searches for folder information, checks out folders, pulls folders from storage areas, or off-site boxes, advises secretary/attorney of delivery time, makes scheduled folder and label deliveries, and makes rush deliveries when specifically requested.
• Conducts periodic inventory of storage areas and offices using portable computer inventory unit; uploads the portable computer unit and assures the accuracy of the data.Resolves any inconsistencies.
• Enters new folder/subfolder information in records management (“RM”) software after processing the automated label requests; analyzes information to determine proper assignment of client/matter.Assures the accuracy of the data entered.
• Maintains effective daily contact with secretaries and attorneys.
• Produces bar-coded labels and prints label requests.

QUALIFICATIONS

• High school diploma or equivalent.
• Knowledge of efficient office procedures; two or more years’ experience in an office environment, having direct contact with customers.
• Prior food service experience strongly preferred.
• Strong initiative and organization/planning skills.Ability to prioritize, multi-task and work effectively when setting up meeting/conference room orders.
• Excellent teamwork skills. Ability to work effectively with others and provide assistance as needed.
• Exceptional customer services skills and strong interpersonal skills necessary to communicate in person and by phone, follow instructions effectively from a diverse group of people and provide information with courtesy and tact. Demonstrates a positive, helpful demeanor at all times.
• At least two years of computer experience (typing at least 30 wpm) using Windows, databases, spreadsheets, or word processing, either at school or on the job, computer maintenance experience.
• Work requires a high level of physical strain when performing essential duties. Ability to retrieve and distribute folders, written documentation, boxes of documents weighing up to 50 pounds, ability to push and pull carts of folders, ability to retrieve and replace objects from shelves of up to at least 8 feet high.
• Work may require irregular hours, and occasionally requires more than 40 hours per week to perform the essential duties of the position.

Pay Range and Compensation Package

Honigman provides a generous total compensation package, which includes comprehensive health and well-being benefits, as well as 401k and profit sharing. The anticipated annual pay range for this role is $41,600 to $52,000 (non-exempt). The actual offered pay rate will be determined based on various factors, including qualifications, experience, geographic location, education, external market data, and internal equity considerations.

Benefits & Additional Information

Successful candidates will enjoy an exceptional career opportunity within a welcoming environment. Eligible employees can also take advantage of Honigman’s comprehensive benefits program, highlights of which are below:

• Healthcare, life and disability insurance
• 401K and profit sharing
• Generous All Purpose Leave (APL) program that increases with tenure
• Well-being programs (e.g., mental health services, medical resources, and more)
• Learning and development programs

For more information, click on “Our Benefits” when you visit: https://www.honigman.com/careers-business-professionals

Honigman is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, age, national origin, veteran status, marital status, sexual orientation, disability or any other category prohibited by applicable local, state or federal law. This policy applies to all aspects of employment, including recruitment, placement, promotion, transfer, demotion, compensation, benefits, and termination.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Law Practice

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Inferred from the description for this job

Medical insurance

Vision insurance

401(k)

Pension plan

Child care support

Paid maternity leave

Paid paternity leave

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