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Records Management Specialist

2 months ago

San Francisco, California, United States Greenberg Traurig Full time

The San Francisco office of Greenberg Traurig, a prominent global law firm, is currently seeking a full-time Records Management Specialist within our Office Services Department. We provide competitive compensation along with a comprehensive benefits package.

Position Overview:

The Records Management Specialist is tasked with overseeing client documentation for both on-site and off-site storage, as well as electronic records for our San Francisco location. The ideal candidate must demonstrate strong organizational skills and meticulous attention to detail while being capable of working independently with minimal oversight. Additionally, this role will involve supporting the Office Services team with various tasks, including reception coverage and conference room arrangements.

Due to the nature of the responsibilities, the selected individual will be required to work in the office five days a week, with no option for remote work.

Key Responsibilities:

  • Reviewing, validating, printing, and providing labels
  • Indexing materials into the Records Management System (RMS)
  • Tracking the location of records
  • Conducting audits for onsite and offsite collections
  • Processing record transfers for departing attorneys and clients
  • Coordinating pickups and deliveries from external storage providers
  • Labeling and auditing files under Ethical Wall or Legal Hold
  • Addressing inquiries related to records, files, and procedures
  • Indexing materials for filing and entering data into the Records database
  • Assisting with office relocations and file movements
  • Performing other general administrative tasks as assigned
Required Skills & Competencies:
  • Exceptional attention to detail, strong organizational abilities, and effective time management
  • Excellent verbal and written communication skills, along with a professional demeanor
  • Strong problem-solving capabilities, initiative, sound judgment, and excellent follow-up skills
  • Ability to thrive under pressure and meet tight deadlines while adapting to a dynamic environment
  • Highly motivated self-starter with the ability to work independently and collaboratively
  • Understanding of confidential and sensitive information, maintaining discretion
  • Ability to build and maintain effective working relationships across all organizational levels
Qualifications & Experience:
  • High school diploma; a college degree is advantageous
  • 1 to 3 years of experience in records management, preferably within a law firm or professional services environment
  • Proficiency in Windows-based software and Microsoft Office Suite, including Word, PowerPoint, Excel, and Outlook. Familiarity with Records Management Systems like FileTrail is a plus
  • Strong computer skills with the ability to quickly learn new software applications
  • Availability for full-time work with potential for overtime
Physical Requirements:
  • Occasional movement throughout the work area to collaborate with colleagues or supervisors
  • This position may involve prolonged periods of sitting
  • Manual dexterity is required for operating office equipment and handling materials
  • Ability to lift and move containers weighing over 30 pounds, use step ladders, and retrieve items from shelving units
  • Some filing tasks will require bending, standing, and lifting files
The expected pay range for this position is:

$25 - $32

Actual compensation will be adjusted based on experience, location, and other job-related factors. Full-time employees may be eligible for various benefits, including health insurance, disability coverage, retirement plans, and paid time off.

Greenberg Traurig is dedicated to fostering diversity and inclusion in the workplace. We consider applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, disability, veteran status, or genetic information, among other protected categories.