Senior Records Management Specialist
4 weeks ago
The Senior Records Management Specialist provides exceptional oversight and administration of office and records maintenance onsite. This position oversees the security, inputting/outputting, preservation, organization, and retrieval of legal records, documents, and files for a leading law firm.
This role is responsible for continuously offering the highest level of service to all clients and employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service.
Duties and Responsibilities:
- Provides 5-star customer service to all employees (in all forms of communication).
- Evaluates current active records system for compliance by taking inventories and reviewing information retrieval needs.
- Monitor and listen to customers to understand inquiries and requests in order to provide accurate information about the firm's records and prompt assistance.
- Coordinates information creation, receipt, storage retrieval, and disposition.
- Ensures security and preservation of records in records centers and inactive records.
- Works with departments on special information research and retrieval projects to ensure that all information needs are met.
- Ensures application of retention schedules to inactive records.
- Answer verbal, telephone, written, and e-mail inquiries, regarding records requests in an efficient manner
- Prepare new files within the records system guidelines
- Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
- Manages outgoing mail/package transactions.
- Notifies employees upon receipt of inbound deliveries.
- Submit work orders for certain requests.
- Maintains the Business Service Center area in a neat and orderly fashion.
- Proactively seeks out additional work during downtime.
- Builds professional relationships with customers and other teams.
- Maintains professionalism and composure when interacting with all employees.
- Trains back-up and providing guidance on policies and procedures.
- Determines what additional support is needed when handling sensitive inquiries.
- Provides exceptional customer service to client.
- Provides reception or concierge (front of office) or office services (back of office) coverage as needed.
- Assigns tasks to team members.
- Determines the completion timeline and monitors progress to keep the project on track and on schedule.
- Communicates clear instructions to team members.
- Creates and distributes reports to update the company on the team's progress.
- Works in conjunction with the supervisor to determine day-to-day operational needs at site.
- Driven by client satisfaction.
- Strong integrity, and solid business ethics.
- Excellent presentation and interpersonal skills.
- Excellent written and oral English communication skills.
- Expert in customer service skills, professional attitude and appearance.
- Outstanding organizational skills.
- Ability to maintain confidentiality.
- Attention to detail.
- Able to speak clearly so listeners understand, identify and understand the speech of another person.
- Visual acuity.
- Strong initiative required; ability to work independently with minimal direct supervision.
- Be personable, articulate, knowledgeable and professional in presenting oneself in a professional setting.
- Flexibility in dealing with simultaneous projects.
- Ability to learn skills quickly.
- Reading, writing, and arithmetic skills.
About SPS North America Inc:
SPS North America Inc is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe. In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies.
We are committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. We offer competitive comprehensive benefits and diverse development training programs that lead to building careers.
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