Records Coordinator

This position is a key role responsible for overseeing and managing all aspects of records management within the firm’s central filing system. The Records Coordinator is responsible for administering all day-to-day transactions associated with the firms records-related functions. This can include file organization and maintenance, implementation of retention schedules, inactive records storage, and records destruction. This position also serves as the backup for the Accounting Coordinator role, specifically in the area of billing.  

Duties/Responsibilities:

• Manage all duties related to client records management, including but not limited to opening and setting formats for new client matters in a timely and accurate manner, maintain, and update all physical client records, ensuring proper organization and confidentiality. 
• Utilize legal Practice Management software to manage records efficiently. 
• Establish a records retention schedule and oversee the disposal of outdated records in accordance with establish guidelines. 
• Must stay informed of new features and updates within the software to maintain operational excellence. 
• Manage file transfers.
• Manage all submittals of write-offs through workflow and complete in system when approved.
• Train staff in understanding the purpose of records management.
• Train each user in system to maintain an organized, filing system. 
• Regularly update client addresses and attorney billing rates as needed.
• Conduct thorough conflict checks with new hires and new clients to prevent potential conflicts of interest. 
• Generate reports as required, providing accurate and up-to-date information. 
• Ensure compliance with legal regulations and internal policies relating to record keeping. 
• Assistant and provide backup to the Accounting Coordinator, ensuring seamless collaboration and support in billing related tasks. 
• Must demonstrate the ability and willingness to occasionally work outside of regular core hours, including overtime, when necessary to meet critical deadlines, address urgent matters, and to supply adequate operational support.
• Performs other related duties as required or assigned, some of which may be essential to the position. 

Required Skills/Abilities:

• Excellent organizational skills, multitasking abilities, and attention to detail. 
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to maintain confidentiality, and to exercise discretion and good judgment.
• Proficiency in records management software and relevant tools.
• Proficient with Microsoft Office Suite.

Education and Experience:

• Minimum of 5 years’ relevant experience, preferably with a law firm.
• Hands-on experience with records management software, preferably Net Documents and SurePoint.
• Project management experience is preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Standard office environment with exposure to dust originating from aged boxes and files. 
• Must be able to lift up to 20 pounds at times.
• Daily presence in Providence Office and occasional travel to Boston and New Bedford.