Records Coordinator

Wood, Smith, Henning & Berman LLP; Orlando (FL); On-site; USD 80,000 - 110,000; Full time

Benefits offered by this job

Competitive salary package

Medical, dental, vision insurance

Paid time off and holidays

Referral program

Job summary

Wood, Smith, Henning & Berman LLP seeks a Records Coordinator to manage both physical and electronic information for the firm and clients. The role emphasizes project management, retention compliance, and secure disposal under firm policies.

The ideal candidate will have a strong service mindset, teamwork focus, and a commitment to continuous improvement in records management, data security, and regulatory compliance within a legal environment.

Qualifications

• Bachelor's degree in records management or information science or related field.
• 7–10 years of legal records experience with project management exposure.
• Strong knowledge of records management principles, laws, and privacy.
• Excellent organizational skills and attention to detail.
• Proficiency with records management software and DMS.

Responsibilities

• Manage administrative and client matter projects from inception to end and delegate to clerks.
• Respond promptly to requests for records and information.
• Maintain organized systems for physical and electronic records and oversee transfers.
• Enforce retention policies and dispose of records as needed.
• Classify, label, index, and tag records with metadata for retrieval.
• Digitize physical records and implement digital archiving.
• Oversee workflows from creation to archiving and audit for accuracy.
• Provide training on record management best practices to staff.
• Assist with secure disposal of records and implement new tools.

Skills

Project Management

Record Management

Data Security

Training & Guidance

Communication Skills

Education

Bachelor's degree in records management or information science

Information Technology knowledge preferred

Tools

Records Management Software

Document Management Systems (DMS)

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 need

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