Records Coordinator

Job Description:
The Records Coordinator plays a key role in supporting the firm's Records and Information Governance program by ensuring the accurate classification, maintenance, and disposition of both physical and electronic records. This role requires a detail-oriented professional with strong organizational skills, a proactive mindset, and familiarity with modern document management systems and compliance frameworks. An onsite work arrangement is required for this position.

A career at Nixon Peabody is the opportunity to do work that matters. It's the chance to use your knowledge to shape what's ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We've created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you're someone who's looking toward the future, we'd love to hear from you.

Location:
New York City, NY

Records Operations & Workflow

• Monitor daily records workflows and proactively identify opportunities for process improvement.
• Coordinate task assignments and priorities in the absence of the Manager of Records and Information Management.
• Track progress of ongoing records projects and provide timely updates to management.

Records Lifecycle Management

• Maintain and update client and matter records in accordance with firm policies, legal requirements, and industry best practices.
• Conduct periodic reviews of closed client matters to assess retention status and initiate disposition workflows in compliance with the firm's retention schedule and applicable regulations.
• Coordinate the secure transfer, archival, or destruction of records based on retention policies, client instructions, and risk considerations.
• Manage both active and inactive records using the firm's DMS (e.g., iManage, NetDocuments) and records management platforms (e.g., FileTrail, LegalKey).
• Facilitate offsite storage processes, including indexing, retrievals, returns, and destruction authorizations.
• Conduct quarterly audits of onsite physical storage spaces to ensure proper organization, compliance with retention policies, and readiness for disposition or retrieval.
• Assist with File Transfer and collection of records as requested by outside organizations.

Training and Support

• Assist in onboarding and training new staff on records policies and procedures.
• Provide support to Attorneys, Practice Assistants, and Paralegals in locating and retrieving records.

Collaboration & Communication

• Partner with other Records staff on firmwide projects
• Provide remote offsite storage and retrieval support for other firm offices in the absence of a local records support staff.
• Demonstrate excellent verbal and written communication skills, with the ability to collaborate effectively with attorneys, practice assistants, paralegals and professional staff.
• Support and promote the firm's best practices for records and information governance through consistent, professional interactions and adherence to established protocols.

Other Duties

• Perform file retrieval, re-shelving, and error correction as needed.
• Support special projects and other duties as assigned by the Manager, Records and Information Management.

Perform other duties as assigned.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 2+ years of experience in records management, preferably in a legal or professional services environment.
• Bachelor's Degree preferred. Work experience in lieu of a degree will be considered.
• Certification (CRM, IGP, or ARMA membership) is a plus.
• Familiarity with records management systems (e.g., FileTrail) and DMS platforms (e.g., NetDocuments).
• Understanding of records retention policies, compliance standards, and data privacy regulations.
• Strong organizational and communication skills.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows:

• New York, NY: $63,000 to $86,900

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody's good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.