Records and Information Management Specialist

About the role

This is a hybrid opportunity with 3 days in the office and 2 days working remotely after the training period. The Records and Information Management Specialist will assist with records and information management across all stages of the records lifecycle, including creation, retention, reporting, and destruction/closure. The individual ensures accuracy through auditing documents and legal matters and maintains records within company and third-party systems.

Responsibilities

• Conduct regular audits of company documents to ensure accuracy and compliance.
• File and organize documents systematically for easy retrieval across systems.
• Track the status and location of documents within multiple internal and external systems.
• Maintain physical and electronic records in accordance with company policies.
• Manage offsite storage activities, including destruction per Record Retention Schedule, under oversight of Senior Manager.
• Provide document links and records access for internal and external stakeholders as needed.
• Open, close, and track internal and external legal matters using e-billing and matter management software.
• Cook up and manage settlement and judgment documentation and payments, including payment plans and outgoing wires.
• Prepare default and shell letters based on lease requirements.
• Coordinate with internal personnel and outside counsel to obtain information and ensure accuracy of matter data.
• Process and track UPS, USPS, and certified mail to ensure proper delivery and receipt.
• Prepare reports using matter management systems.
• Utilize risk management information system (RMIS) to prepare correspondence, reports, and spreadsheets.
• Audit lease files for insurance requirements and track tenant certificates of insurance.
• Coordinate annually with tenants, insurance carriers, and internal teams to obtain required documentation.
• Review and correct non-compliant tenant profiles and certificates of insurance (COIs).
• Provide records and information support to REG employees, including lease, property ownership, title documents, and related inquiries.
• Respond to requests for documents not available on the intranet, including external research as needed.
• Create and maintain lease address logs for employees.
• Process incoming Legal/Risk mail, checks, and email communications (including Service of Process and Bankruptcy), routing items to appropriate teams for timely action.
• Manage tenant address changes to maintain accurate address logs in Lease Admin systems.
• Process expense reports and invoices for legal operations, including storage, shredding, legal systems, and claims in Nexus.

Requirements

• High School Diploma or equivalent.
• At least 1 year related experience in a professional office environment.
• Proficiency in or ability to quickly learn Microsoft 365 Products/Technology.
• Ability to understand and learn to use new technologies, including AI.
• Proficiency in, or ability to learn, Legal Department (including Risk Management) information management systems, such as outside counsel/matter management systems (currently Ascent).
• Familiarity with other technologies and their productive use within legal departments.
• Able to develop and implement systems to gather and use data and KPIs to help make decisions.
• Functional/Technical Skills, knowledge of terminology and processes of the assigned department.

Qualifications

• Associate's degree or higher in Business Management, Office Management, Contract Review/Auditing, Library/Records Management or related discipline.
• Prior related experience in the commercial real estate industry, legal field, or related field preferred.

Skills

• High level of professionalism and integrity.
• Strong attention to detail, organization, priority setting and time-management skills.
• Good customer and task focus coupled with interpersonal savvy and perseverance skills.
• Self-motivated, works equally well independently and with a team in a multi-tasking, dynamic, team oriented environment.
• High energy level with a positive, upbeat attitude.
• People oriented and engaging.
• Capable of precise verbal and written communication, even when under time constraints.

Benefits

Our compensation and benefits package is very competitive and includes the following benefits and more. For additional information visit www.regencycenters.com/careers.

Pay

Details TBD.

Schedule

Hybrid Work Schedule: 3 days in the office and 2 days working remotely after the training period.