Records Technician

Freeman Mathis & Gary, LLP; Los Angeles (CA); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive compensation

Growth opportunities

Medical, dental, and vision coverage

HSA and FSA plans for employees and/or

Dependents coverage

Generous PTO policy

401(k) plan with 3% employer match

Life insurance and long-term disabled

Employee Assistance Program

Year-end bonuses and referral fees

Job summary

Freeman Mathis & Gary, LLP seeks an experienced Records Technician to join our Los Angeles office. You will organize and manage paper and electronic records, prepare documents for review and trial, and support attorneys and paralegals with high-volume records processing and file maintenance.

The role requires strong organizational skills, attention to detail, and the ability to coordinate with attorneys, staff, vendors, and clients.

Qualifications

• 2+ years of litigation secretarial experience.
• Knowledge of iManage and Outlook is a plus.
• Must pass background and drug screen.
• Excellent organizational skills with strong attention to detail.

Responsibilities

• Organize, maintain, and manage paper and electronic records, ensuring records are complete, accurate, and readily accessible to case teams.
• Prepare third-party medical records, business records, and supporting documentation for paralegal review, analysis, discovery, depositions, mediations, hearings, and trial.
• Perform OCR processing, electronic bookmarking, indexing, and organization of case-related and litigation documents.
• Upload, organize, and maintain electronic media, exhibits, and other case-related materials in firm-approved systems.
• Scan, copy, download, save, and electronically file documents in accordance with firm procedures and records management standards.
• Maintain electronic file organization within iManage and other firm-approved document management systems.
• Apply Bates numbering, perform document redactions, and assist with document production preparation and quality control review.
• Create, update, and maintain document indexes, logs, and tracking tools to support effective case management.
• Prepare exhibit binders, hearing notebooks, trial notebooks, and supporting case materials for attorneys and paralegals.
• Assemble exhibits, exhibit labels, demonstrative evidence, and supporting documentation for hearings, depositions, mediations, arbitrations, and trial.
• Track certified mail receipts, subpoenas, authorizations, third-party medical and business records requests, responses, and related case documentation, ensuring timely follow-up and filing.
• Coordinate document downloads, file transfers, and organization of third-party medical records, business records, and other materials received from custodians, clients, vendors, third parties, and opposing counsel.
• Assist with invoice processing, custodian and vendor communications, records retrieval follow-up, and tracking of outstanding third-party records requests.
• Maintain organized physical and electronic filing systems in compliance with firm policies and confidentiality requirements.
• Support attorneys and paralegals with large-volume document management, records organization, and case preparation projects.
• Monitor assigned tasks and deadlines to ensure timely completion of records-related and administrative support activities.
• Communicate effectively with attorneys, paralegals, staff, vendors, third parties, and clients regarding records requests, document processing, and case support needs.
• Safeguard confidential medical, client, and Firm information while maintaining the highest standards of professionalism and discretion.
• Identify opportunities to improve records management processes, document organization, and workflow efficiency.
• Support case team initiatives, special projects, trial preparation efforts, and department objectives as assigned.
• Maintain working knowledge of Firm technology, document management systems, and records processing best practices.
• Execute special assignments and additional duties as assigned.

Skills

Litigation support

Organizational skills

Communication skills

Multitasking

Adaptability

Tools

iManage

Outlook

Job description

Freeman Mathis & Gary, LLP is a nationally recognized Am Law 200 law firm with over 500 attorneys servicing clients in 40 offices and 22 states seeking an experienced Records Technician to join our Los Angeles office. As a Records Technician, you will provide administrative and litigation support to case teams by organizing, maintaining, and processing third-party medical records, business records, and related case documents throughout the litigation lifecycle. This role is responsible for supporting document management, records processing, trial and hearing preparation, and file maintenance activities to ensure materials are accurate, organized, and readily accessible. In this capacity, you will play a critical role in supporting case team efficiency by managing high-volume records and documentation with exceptional attention to detail, organization, confidentiality, and responsiveness. The successful candidate demonstrates a positive, team-oriented approach, takes ownership of assigned responsibilities, and contributes to the Firm's commitment to providing outstanding client service through timely, accurate, and reliable support.

The following set of success factors describes the characteristics of those who are successful in our Firm:

• Unpretentious, Approachable, Respectful, Team Oriented
• Accountable, Takes Ownership, Corrects Mistakes
• Organized, Timely, Confidential, Responsive (within 24 hours)

Tasks/Responsibilities:

• Organize, maintain, and manage paper and electronic records, ensuring records are complete, accurate, and readily accessible to case teams.
• Prepare third-party medical records, business records, and supporting documentation for paralegal review, analysis, discovery, depositions, mediations, hearings, and trial.
• Perform OCR processing, electronic bookmarking, indexing, and organization of case-related and litigation documents.
• Upload, organize, and maintain electronic media, exhibits, and other case-related materials in firm-approved systems.
• Scan, copy, download, save, and electronically file documents in accordance with firm procedures and records management standards.
• Maintain electronic file organization within iManage and other firm-approved document management systems.
• Apply Bates numbering, perform document redactions, and assist with document production preparation and quality control review.
• Create, update, and maintain document indexes, logs, and tracking tools to support effective case management.
• Prepare exhibit binders, hearing notebooks, trial notebooks, and supporting case materials for attorneys and paralegals.
• Assemble exhibits, exhibit labels, demonstrative evidence, and supporting documentation for hearings, depositions, mediations, arbitrations, and trial.
• Track certified mail receipts, subpoenas, authorizations, third-party medical and business records requests, responses, and related case documentation, ensuring timely follow-up and filing.
• Coordinate document downloads, file transfers, and organization of third-party medical records, business records, and other materials received from custodians, clients, vendors, third parties, and opposing counsel.
• Assist with invoice processing, custodian and vendor communications, records retrieval follow-up, and tracking of outstanding third-party records requests.
• Maintain organized physical and electronic filing systems in compliance with firm policies and confidentiality requirements.
• Support attorneys and paralegals with large-volume document management, records organization, and case preparation projects.
• Monitor assigned tasks and deadlines to ensure timely completion of records-related and administrative support activities.
• Communicate effectively with attorneys, paralegals, staff, vendors, third parties, and clients regarding records requests, document processing, and case support needs.
• Safeguard confidential medical, client, and Firm information while maintaining the highest standards of professionalism and discretion.
• Identify opportunities to improve records management processes, document organization, and workflow efficiency.
• Support case team initiatives, special projects, trial preparation efforts, and department objectives as assigned.
• Maintain working knowledge of Firm technology, document management systems, and records processing best practices.
• Execute special assignments and additional duties as assigned.

Education, Experience, and Skills:

• Positive attitude and ability to effectively communicate with attorneys, staff, and clients.
• 2+ years litigation secretarial experience.
• Knowledge of iManage and Outlook is a plus.
• Must successfully pass a background and drug screen.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Adaptable to changing priorities and work demands.
• Exhibits a positive attitude, professionalism, and confidence.

What we offer you

• Competitive compensation
• Opportunity for growth and advancement within the firm
• Comprehensive benefits package, including medical, dental, and vision
• HSA and FSA plans available for employees and dependents
• Generous PTO policy
• 401(k) plan, including a 3% employer safe harbor contribution
• Firm-paid life insurance and long-term disability coverage
• Employee Assistance ProgramYear-end bonuses and referral fee programs

Actual base pay within the range will also be dependent on other factors, including but not limited to, relevant experience, internal equity, skills, qualifications, and other job-related factors permitted by law.

EEO Statement

Freeman Mathis & Gary, LLP (FMG) is committed to providing equal employment opportunities to all applicants and employees by maintaining a workplace free of discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status as provided by law. FMG complies with all applicable federal, state, and local laws. This position is subject to our drug‑free workplace policy, which includes the ability to pass a pre‑employment drug screen. Employees may be subject to reasonable‑suspicion drug testing in accordance with Firm policies outlined in the Employee Handbook.