Records Associate

Opensity Solutions; Costa Mesa (CA); On-site; USD 37,000 - 39,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) Retirement Plan

Paid Time Off

Job summary

Opensity Solutions in Costa Mesa, CA is seeking a Records Services Associate to support Records Management (80%) and Facilities (20%). The role focuses on managing the lifecycle of physical and electronic records, using FileTrail and NetDocuments, and assisting with day-to-day office operations.

Candidates should have 3–5 years of Records Management experience and be proficient with MS Office. The position offers on-site work with competitive pay and benefits.

Qualifications

• 3–5 years of Records Management experience.
• Experience with FileTrail and NetDocuments.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage lifecycle of physical and electronic records from creation to final disposition.
• Use FileTrail and NetDocuments to track, index, archive, and retrieve client files.
• Process loose documents, create new client files, and prepare records for off-site storage.
• Retrieve, circulate, and return physical files with accurate chain of custody; coordinate file transfers.
• Assist with facilities tasks including office moves, workstation setups, and maintaining conference rooms.

Skills

Records management

FileTrail

NetDocuments

Attention to detail

Microsoft Office

Tools

FileTrail

NetDocuments

Job description

## Records AssociateApplyremote type: Onsitelocations: USA-Costa Mesa-CAtime type: Full timeposted on: Posted Todayjob requisition id: R-01505Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best. ### The Office Services Associate plays a key role in supporting the firm's Records Management and Facilities operations. This position is approximately 80% Records Management and 20% Facilities Support, with a primary focus on managing the lifecycle of physical and electronic records while ensuring efficient office operations. Reporting to the Lead Office Services Associate or Client Relations Manager, this individual will maintain records accuracy, support file requests, and assist with day-to-day facilities needs to ensure a professional and organized office environment.## **Job Responsibilities**### **Records Management (80%)*** Manage the complete lifecycle of physical and electronic records from creation through final disposition.* Utilize **FileTrail** and **NetDocuments (NetDocs)** to accurately track, retrieve, index, archive, and maintain client files.* Process loose documents, create new client files, and prepare records for off-site storage.* Retrieve, circulate, and return physical files while maintaining accurate chain of custody.* Coordinate file transfers, including incoming lateral files and outgoing file requests in partnership with the Office of General Counsel.* Process file destruction and returns in accordance with the firm's Records & Information Management (RIM) policies.* Maintain file rooms and storage areas, including shifting files to maximize storage capacity.* Ensure compliance with all firm records policies, confidentiality requirements, and retention schedules.* Respond promptly to records requests while providing exceptional customer service to attorneys and staff.### **Facilities Support (20%)*** Assist with general office facilities operations and daily office maintenance.* Coordinate with building management and vendors to report and resolve maintenance issues.* Support office moves, workstation setups, and furniture relocations.* Maintain conference rooms, visitor offices, and common areas to ensure they remain organized and fully stocked.* Assist with mail distribution, package handling, copying, scanning, and other operational support as needed.* Provide reception coverage when necessary.## **Reporting & Requirements*** Compile and share weekly operational updates with leadership.* Participate in daily and weekly team meetings.* Maintain accurate records of file activity and facilities requests.## **Job Requirements*** **3–5 years of Records Management experience**, preferably within a law firm or professional services environment.* Hands-on experience using **FileTrail** and **NetDocuments (NetDocs)** is strongly preferred.* Experience managing both physical and electronic records.* Strong understanding of records retention, file tracking, and records lifecycle management.* Excellent organizational skills with exceptional attention to detail.* Ability to prioritize multiple requests in a fast-paced environment.* Strong verbal and written communication skills.* Proficiency with Microsoft Office applications.* Ability to maintain confidentiality when handling sensitive client information.* Ability to lift or move up to 40 lbs. and transport materials using carts when necessary.* Ability to walk, bend, kneel, stand, or sit for extended periods.## **Compensation****Pay Rate:** **$27.00 – $28.50 per hour**, depending on experience and qualifications.## **Benefits**Eligible employees receive a comprehensive benefits package including:* Medical Insurance* Dental Insurance* Vision Insurance* 401(k) Retirement Plan* Paid Time Off (PTO)Opensity is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law. Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination. Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.