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File Maintenance Coordinator

2 months ago

New York, New York, United States Forrest Solutions Full time

As a vital member of the Records & Information Governance (RIG) team, the RIG Specialist is responsible for daily file upkeep, which includes data entry, evaluation of file inactivity, shifting, and various general records-related tasks across all legal sectors. This position also emphasizes the importance of fostering strong working relationships with Legal and Practice Assistants to guarantee the accurate filing and management of client files.

Key Responsibilities:

  • Follow directives from the Records Manager or local Records Coordinator.
  • Assist in upholding file system protocols and policies within the Firm and Records & Information program.
  • Conduct maintenance of client and administrative records.
  • Input data into the automated records system (iCompli) adhering to the established standard indexing taxonomy.
  • Address specific requests by searching, locating, retrieving, and delivering records.
  • Execute file maintenance tasks, including interfiling and applying tracking or identifying labels to preserve the integrity of the records and information repository.
  • Engage in imaging and digitizing processes.
  • Communicate effectively with customers to deliver excellent customer service.
  • Provide management with insights based on current and anticipated workload.
  • Notify management of issues affecting RIG compliance and program performance.
  • Exhibit proficiency in utilizing technology to support the RIG Program.
  • Participate in departmental audits and related initiatives.
  • Compile accurate and comprehensive system-generated reports based on specified criteria.
  • Proactively assist with projects and tasks as required.
  • Act as the local office's primary contact for overseeing offsite storage vendors and secure shredding services weekly, including coordinating with vendor staff and equipment.
  • Perform other duties as assigned.

Qualifications:

  • High School diploma or equivalent.
  • Basic understanding of records management, scanning, and digitizing.
  • A minimum of 2 - 4 years of experience in legal records management within a large corporation or law environment is essential.
  • Must possess a customer service orientation with strong communication skills.
  • Proficiency in MS Office applications is required.
  • Ability to lift boxes weighing up to 30 lbs and maneuver a loaded hand truck.
  • Willingness to work overtime as necessary.

Forrest Solutions is an equal opportunity employer. We are dedicated to fostering an inclusive workplace and do not discriminate based on race, color, religion, sex, national origin, age, disability, or any other status protected by applicable law. All employment decisions are made based on qualifications, merit, and business needs.