Supervisor, Records

Cozen O'Connor; Philadelphia (Philadelphia County); On-site; USD 55,000 - 65,000; Full time

Job summary

Cozen O’Connor in Philadelphia, PA seeks a Supervisor, Records to oversee day-to-day operations of the Records Department and lead a small team while performing records management functions for attorneys and staff.

The role requires strong legal records experience, detail orientation, and the ability to work independently in a fast-paced environment; responsibilities include supervising staff, managing IRM workflows, coordinating offsite storage, and ensuring confidentiality and accuracy.

Qualifications

• 3–5 years of legal records or related experience required.
• Prior supervisory or lead experience preferred.
• Demonstrated ability to work directly and confidently with attorneys and legal staff.
• Strong knowledge of records management systems (IRM preferred).
• Experience with vendor management, invoice processing, and project coordination.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities and work both independently and as part of a team.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Ability to lift and move boxes/files up to 25 pounds.
• High School Diploma or equivalent required; Bachelor’s degree or equivalent experience preferred.

Responsibilities

• Supervise and support a team of records staff, including assigning work, monitoring performance, and approving timecards
• Train, mentor, and onboard new team members on department procedures, systems, and best practices
• Provide ongoing training to attorneys and staff on IRM (iManage Records Management) systems and workflows
• Partner with leadership to implement departmental initiatives, process improvements, and best practices
• Ensure all records activities are handled with confidentiality, accuracy, and professionalism
• Lead and participate in records-related projects, including system updates, inventory audits, and process improvements
• Organize, maintain, and update legal records including correspondence, memoranda, invoices, etc.
• File documents accurately in accordance with firm policies and established records systems
• Process new file requests, ensuring accuracy, proper labeling, and timely delivery
• Perform detailed data entry and indexing for both onsite and offsite records storage
• Search, retrieve, and deliver requested files to attorneys and staff in a timely manner
• Assist with file room organization, space management, and reorganization efforts
• Coordinate and process incoming and outgoing file transfer requests
• Assist with boxing closed files for offsite storage
• Coordinate all inbound and outbound records shipments with offsite storage vendors
• Review and process offsite storage invoices
• Manage vendor relationships and contracts, including records supplies and storage providers
• Ensure vendor compliance with firm standards

Skills

Legal records experience

Supervisory experience

Attention to detail

IRM knowledge

Vendor management

Communication skills

Organizational skills

Microsoft Office

Education

High School Diploma or equivalent

Bachelor's degree or equivalent experience preferred

Tools

IRM (iManage Records Management)

Job description

Cozen O’Connor is seeking a Supervisor, Records to join our Philadelphia, PA team. This role is responsible for overseeing the day-to-day operations of the Records Department while actively performing records management functions. The Supervisor will manage a small team, support records processes, lead projects, and serve as a key resource for attorneys and staff. This position requires strong legal records experience, attention to detail, and the ability to operate independently in a fast-paced legal environment.

Responsibilities

Supervision & Leadership

• Supervise and support a team of records staff, including assigning work, monitoring performance, and approving timecards
• Train, mentor, and onboard new team members on department procedures, systems, and best practices
• Provide ongoing training to attorneys and staff on IRM (iManage Records Management) systems and workflows
• Partner with leadership to implement departmental initiatives, process improvements, and best practices
• Ensure all records activities are handled with confidentiality, accuracy, and professionalism
• Lead and participate in records-related projects, including system updates, inventory audits, and process improvements

Records Operations

• Organize, maintain, and update legal records including correspondence, memoranda, invoices, etc.
• File documents accurately in accordance with firm policies and established records systems
• Process new file requests, ensuring accuracy, proper labeling, and timely delivery
• Perform detailed data entry and indexing for both onsite and offsite records storage
• Search, retrieve, and deliver requested files to attorneys and staff in a timely manner
• Assist with file room organization, space management, and reorganization efforts
• Coordinate and process incoming and outgoing file transfer requests
• Assist with boxing closed files for offsite storage

Offsite Storage & Vendor Management

• Coordinate all inbound and outbound records shipments with offsite storage vendors
• Review and process offsite storage invoices
• Manage vendor relationships and contracts, including records supplies and storage providers
• Ensure vendor compliance with firm standards

Qualifications

• 3–5 years of legal records or related experience required
• Prior supervisory or lead experience preferred
• Demonstrated ability to work directly and confidently with attorneys and legal staff
• Strong knowledge of records management systems (IRM preferred)
• Experience with vendor management, invoice processing, and project coordination
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and work both independently and as part of a team
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Ability to lift and move boxes/files up to 25 pounds
• High School Diploma or equivalent required; Bachelor’s degree or equivalent experience preferred

The salary range for this role is $55,000 - $65,000 and represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location.

Cozen O’Connor is an Equal Opportunity Employer, including disabled and veterans.