Records Associate

1 day ago

San Francisco, California, United States Williams Lea Group Limited Full time
Job Summary:

We are seeking a highly organized and detail-oriented Records Associate to join our team at Williams Lea Group Limited. As a Records Associate, you will be responsible for delivering exceptional customer service to our clients within a corporate law firm environment. Your primary focus will be on file creation, labeling, retrievals, transfers, destruction, tracking, and document scanning. You will also be responsible for coordinating records scanning and retrieval projects with other departments and external vendors.

Key Responsibilities:
  • Follow established internal Records procedures to ensure accurate and efficient file management.
  • Create new files and revise existing files as needed.
  • Enter data into the records management database with precision and attention to detail.
  • Adhere to document retention policies to maintain the integrity of our records.
  • Label, move, and shelve files in a timely and organized manner.
  • Follow up on checked-out files as needed to ensure timely return.
  • Process and file incoming records under their respective client matters.
  • Participate in ongoing Records projects and coordinate scanning projects between Records and other departments.
  • Daily scanning of documents using computer desktop scanners and Adobe PDF.
  • Perform quality control, profiling, and saving of PDFs to the Document Management System.
  • Use a handheld barcode scanner to track the location and movement of internal files.
  • Track and retrieve files from internal or external locations as needed for client requests.
  • Process inactive and closed files in preparation for transfer to off-site storage.
  • Work with offsite storage vendors on retrieval/storage of files via web interface or phone.
  • Rout and track locked shred bins managed by Records for the firm's NY office.
  • Maintain daily productivity tracking logs of all department activities and projects.
  • Research client and matter information in various firm databases as needed.
  • Provide Records-related assistance as needed.
  • Maintain the highest levels of confidentiality of all firm records and files.
Requirements:
  • High school diploma or equivalent, college degree preferred.
  • Prior legal records experience required.
  • Excellent attention to detail and strong consistent task focus.
  • Professional, effective written and oral communication skills.
  • Excellent interpersonal and teamwork skills.
  • Ability to complete tasks without constant supervision.
  • Ability to multi-task and meet multiple deadlines.
  • Intermediate Windows 10-based computer skills required.
  • Good working skills in Microsoft Word, Excel, and Outlook required.
  • Record Management Software (LegalKEY, MDY FileSurf, IRM, etc.) experience preferred.
  • Ability to handle sensitive and/or confidential materials required.
  • Capacity and willingness to climb short ladders/step stools.
  • Must be able to lift up to 50 lbs. and push carts full of files on a regular basis.
  • Able to load, push, and unload carts of boxes or files as needed.
  • Capable of understanding client inquiries and providing effective responses.
About Us:

Williams Lea Group Limited is a leading provider of business process outsourcing solutions. With over 200 years of experience, we have harnessed our ability to innovate and break new ground to deliver efficient business processes in complex and highly regulated environments. Our 5,200+ talented employees worldwide are experts in delivering support services that transform businesses. We are committed to ensuring equal employment opportunity without discrimination or harassment on the basis of protected characteristics.

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