Records Coordinator

Wood, Smith, Henning & Berman LLP; Orlando (FL); On-site; USD 55,000 - 80,000; Full time

Benefits offered by this job

Competitive salary with bonuses

Medical, dental, vision, disability, &

Life insurance

Paid time off & holidays

Referral program

Job summary

Wood, Smith, Henning & Berman LLP is seeking a Records Coordinator in Orlando to manage and safeguard legal records for the firm and clients. The role emphasizes strict policy adherence, risk management, and process improvement, with a focus on both physical and electronic records.

The ideal candidate will have 7–10 years of legal experience and 3–5 years of project management, plus strong organizational, communication, and data-security skills to maintain compliant records workflows and

Qualifications

• Bachelor's degree in a relevant field (records management, information science, or business administration).
• 7–10 years of legal experience; 3–5 years project management experience.
• Strong knowledge of records management principles, laws, and privacy regulations (GDPR, HIPAA).
• Exceptional organizational skills and attention to detail for efficient record-keeping.

Responsibilities

• Manage administrative and client matter projects from inception to end.
• Respond to requests for records and information promptly and accurately.
• Maintain an organized system for storing and retrieving physical and electronic records; oversee transfers and data intake.
• Enforce record retention policies and dispose of records as required.
• Classify, label, index, and tag records with metadata for easy retrieval.
• Digitize physical records and implement digital archiving systems.
• Oversee document workflows from creation to archiving.
• Audit records for accuracy, completeness, and compliance.
• Provide training on record-management best practices to employees.
• Assist with secure disposal of records at retention end-of-life.
• Stay current with record-management software and technologies.

Skills

Project management

Records management

Data security

Compliance awareness

Communication skills

Problem-solving

Team player

Adaptability

Confidentiality

Training

Education

Bachelor's degree in Records Management/Information Science/Business Administration

Tools

Records management software

Document management systems

ESI management

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 include:

• A competitive salary package, including the potential for bonuses


• Insurance including medical, dental, vision, disability, life, and a flexible spending account


• PTO, sick time and paid holidays


• Referral program