Records Associate

Forrest Solutions; New York (NY); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical insurance

Vision insurance

401(k)

Job summary

A leading legal services provider in New York is seeking a Senior Records Associate to manage the firm’s physical and digital files across multiple locations. The ideal candidate will have 5-10 years of experience in records management and possess strong organizational skills. Benefits include medical and vision insurance, along with a 401(k) plan. This role involves significant physical activity, including lifting and moving files as part of the responsibilities.

Qualifications

• Minimum of 5-10 years of records experience in a law firm.
• Positive attitude and excellent organizational skills.
• Ability to work effectively in a team and independently.
• Proficiency in standard office computing applications.
• Detail-oriented with a commitment to high-quality work.
• Proficient with MS Office and typing 45 wpm.
• Impeccable grammar, spelling, and punctuation.
• Ability to follow written and verbal instructions with common sense.

Responsibilities

• Serve as SME for file room processes.
• Maintain physical and digital files efficiently.
• Assist attorneys and staff as needed.
• Travel approximately 20% to support various offices.
• Search, locate, and deliver requested files and documents.
• Move files between offices, rooms, and storage areas.
• Oversee attorney-specific filing systems.
• Assist attorneys, secretaries, and staff with special projects.
• Maintain a neat, organized workspace.

Skills

Organizational skills

Time management

Communication skills

Detail-oriented

Familiarity with records management systems

Proficiency in MS Office

Education

High school diploma

Tools

NetDocs

FileTrail

Job description

Overview

Senior Records Associate — New York, NY. Full-time, Non-exempt. Reports to Records Manager.

This role maintains the firm’s physical and digital files and serves as the SME for file room processes across the New York office and additional locations including Dallas, Chicago, Houston, and Washington, D.C. The role is ideal for a proactive, detail-oriented professional with a strong background in law firm records management who is looking to contribute across multiple offices.

Responsibilities

• Serve as the Subject Matter Expert (SME) for all file room processes, ensuring alignment with the firm’s strategic initiatives.
• Provide essential support and guidance to File Room team members across multiple office locations.
• Prepare, organize, and diligently maintain both physical and digital files and documents.
• Accurately file all incoming documents on the correct clips and in the proper sequence.
• Efficiently search for, locate, and deliver requested files, clips, and other documents.
• Manage the movement of files to and from various offices, file rooms, and storage areas.
• Oversee and maintain attorney-specific filing systems.
• Provide assistance to attorneys, secretaries, and other staff with special projects as needed.
• Maintain a neat and organized workspace, including the desk and file room areas.

Service Standard

The File Center and its dedicated teams are committed to providing exceptional service in organizing firm information and minimizing risk. The Senior Records Associate will be a key player in this mission, acting as the primary technical and organizational support for multiple offices. This includes assisting with large-scale projects, providing minor system support for FileTrail, and offering organizational expertise. This role requires approximately 20% travel to support these functions. Every employee is expected to interact with colleagues, clients, and vendors in a courteous, responsible, and competent manner, upholding our commitment to high-quality service.

Qualifications

• A minimum of 5-10 years of records experience, preferably within a law firm environment.
• A positive attitude coupled with excellent organizational, time management, and communication skills.
• Familiarity with NetDocs, FileTrail, or similar records and document management systems is a plus.
• The ability to work effectively both within a team environment and independently.
• A detail-oriented approach with a strong commitment to producing high-quality work.
• Proficiency in standard office computing applications (MS Office) and a minimum typing speed of 45 words per minute.
• Impeccable accuracy in grammar, spelling, and punctuation.
• The ability to apply common sense to carry out instructions provided in written and oral form.

Physical Requirements

• Must be able to regularly lift and move standard file boxes weighing up to 50 pounds.
• This is a physically active role that may require extended periods of standing and walking, as well as heavy lifting.
• While the role may involve sitting at a desk for extended periods, it also requires the ability to stand, walk, bend, reach, and stoop to retrieve and organize files and documents.
• The work environment may include exposure to dust and dirt.

Education

• A high school diploma is required.

Compensation

The compensation outlined reflects expectations for candidates who fully meet the role’s qualifications in terms of education and experience. While the position is open to both internal and external applicants, if a current Forrest Solutions employee is selected and does not meet all criteria, the title, structure, and compensation may be adjusted accordingly based on internal guidelines.

Benefits

• Medical insurance
• Vision insurance
• 401(k)

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, origin, disability, or military status.

Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Legal, Other, and Administrative
• Industries: Legal Services