Records System Coordinator

About the role

The Records System Coordinator plays a crucial role in providing direct support to the Records team and assumes responsibility for ensuring adherence to the Records department policies and the Firm's standards.

Responsibilities

• Serve as the system administrator and primary technical subject matter expert for all records management software, providing authoritative guidance on system functionality, navigation, best practices, and optimization.
• Configure, monitor, and maintain the records management software, including user accounts, permissions, workflows, and automated processes.
• Collaborate closely with IT teams to troubleshoot system issues, implement upgrades, patches, and integrations, and maintain overall system performance.
• Maintain and update records and files, in accordance with established procedures.
• Respond to queries about records and files, providing accurate and timely information.
• Transfer inactive files to and from storage, following file maintenance guidelines.
• Research information in files in response to requests from authorized users.
• Gather materials from various departments and employees for filing purposes.
• Track materials removed from files to ensure the timely return of borrowed items.
• Manage multiple priorities and deadlines.
• Coordinate projects specific to Practice Groups.
• Perform tasks that support and align with the Firm's requirements.
• Handle other duties as assigned.

Qualifications

• Strong working knowledge of the digital filing platforms, workflow systems, and modern office technology used to support efficient operations.
• Familiarity with technology‑supported processes and standard procedures commonly used in professional and legal service environments.
• Proficient with Microsoft 365 applications (Word, Excel, Outlook) and comfortable learning and navigating new software tools and office systems.
• Strong interpersonal and communication skills, to collaborate effectively with IT professionals, vendors, and internal clients, such as attorneys and assistants.
• Strong organizational skills and meticulous attention to detail.
• Ability to work independently and collaboratively in a high-pressure environment.
• Adept at multitasking, organizing, and prioritizing tasks to meet deadlines.
• Be able to lift and carry 50 lb trans-file boxes.

Education and Experience

• Bachelor's degree in Information Systems, Computer Science, Records Management, or related field preferred.
• Minimum of five years of experience working with office systems, digital workflows, and technology-supported operational processes.
• Prior experience in a law firm environment required.

Pay

The expected base salary for this role ranges from $90,000 – $100,000. The base salary offer is based on a variety of factors which includes, but is not limited to, qualifications, education and experience.