Legal Records Lead

About the role

Miller Johnson, a rapidly growing Midwest law firm known for its entrepreneurial spirit, down-to-earth culture, and deep-rooted commitment to the communities we serve, is looking for a Records Lead in our Grand Rapids and Detroit offices. In this role, you will oversee the lifecycle of firm records, including inventory control, records analysis, retention, destruction, and daily records administration. This role is critical to maintaining an organized, efficient, and reliable records management function by combining records management expertise, analytical skills, and cross-functional collaboration to ensure the accuracy, accessibility, and integrity of firm records.

Responsibilities

• Partner with the Director of Risk & Operations to develop, document, refine, and maintain records procedures, workflows, and recommend process improvements while maintaining compliance and records standards.
• Perform and coordinate records retrieval, storage, tracking, retention, and destruction activities.
• Run and analyze reports from FileTrail and other records management systems.
• Maintain accurate records inventories and tracking systems to support efficient records management and retrieval.
• Review records for organization, accuracy, classification, indexing, retention, and compliance issues, and coordinate appropriate resolution.
• Partner with attorneys, legal administrative assistants, paralegals, and administrative staff to resolve records-related matters and support records integrity.
• Maintain quality control procedures for physical and electronic records, including identifying records eligible for destruction, digitization, retention, or transfer.
• Lead records audits, inventories, retention reviews, and related records management initiatives.
• Provide day-to-day coaching, training, and support to Records Coordinators, coordinating work assignments and establishing priorities.
• Promote and maintain a consistent, service-oriented records management process with established procedures across all locations.
• Travel to Miller Johnson Offices as needed (approximately 25%).

Requirements

• High School Diploma or GED required.
• 5+ years of records management, records operations, information governance support, or related experience, preferably in a law firm or professional services environment.

Skills

• Experience with FileTrail or similar records management software preferred.
• Experience with iManage, NetDocuments, SharePoint, or similar document management platforms preferred.
• Proficiency with Microsoft Outlook, Word, Excel, Teams, and Adobe Acrobat.
• Familiarity with records management databases and inventory tracking systems.
• Communicates openly and professionally with attorneys, team members, and external stakeholders. Handles confidential information with discretion and exercises sound judgment.
• Maintains composure and effectiveness in a fast-paced, deadline-driven environment.
• Experience creating and analyzing reports, coordinating records inventories, retention activities, audits, or other records management initiatives.
• Highly detail-oriented with the initiative to independently identify opportunities for improvement and drive projects to completion.
• Strong organizational, analytical, and problem-solving skills.
• Excellent communication and customer service skills.

Culture and Benefits

At Miller Johnson, our culture is anchored in our Core Values and how we work together:

Who We Are

• Integrity and Candor – We speak the truth.
• Down to Earth – We stay humble and real.
• Grit – We push through and get it done.
• Committed to Excellence – We raise the bar.
• Committed to Impact – We lift others up.

How We Work

• Entrepreneurial Mindset – We think like owners.
• Down to Business – We move fast and stay practical.
• Rooted and Invested – We build lasting trust.

We are committed to fostering an exceptional work experience that includes a healthy work-life balance and an inclusive culture that values uniquely talented team members. We are proud to offer:

• Flexible scheduling and paid time off.
• Annual performance reviews.
• Medical, dental, and vision insurance.
• Life insurance, short- and long-term disability insurance.
• Paid parental leave.
• Tuition reimbursement and adoption assistance.
• 401(k)-retirement plan.