Records/Office Services Specialist

Boston, MA 02111 | Direct Hire

Post Date: 08/06/2018 Job ID: 81703 Specialty: Office Services

A top law practice in Boston, MA is seeking a Records/Office Services Specialist to join their team. Under the direction of the Records Manager and Office Services Supervisor, the Records/Office Services Specialist will coordinate records management processes and projects and general office services tasks. Apply today!

Responsibilities for the Records/Office Services Specialist:
  • Assist with supporting Firm-wide records management initiatives
  • Provide quality service to internal members and departments of the Firm as well as external clients and vendors
  • Responsible for file creation, tracking and circulation to ensure all incoming and outgoing records are completed within a timely manner
  • Maintain the efficiency of the active file room by coordinating with onsite firm personnel to determine if files can be sent to storage
  • Work to ensure the efficient operation of the department including troubleshooting; providing guidance and training to firm personnel
  • Assist Records Manager with records database administration including testing, data clean up, and troubleshooting
  • Coordinate the clearance of files from case rooms with firm personnel
  • Assist with orientation for new attorneys, paralegals, and Legal Executives Assistants concerning the Records Management program and procedures
  • Coordinate with attorneys departing the firm to determine the status of active and inactive case material as well as coordinates the transition of files for “ client releases”
  • Coordinate with attorneys joining the firm to ensure a smooth transition of records
  • Travel to other firm offices as needed for projects and overflow work
  • Sort and deliver daily mail deliveries
  • Process print and copy jobs as needed
  • Run mail meter equipment
  • Interact with outside agents, such as courier companies and vendors
  • Assist with conference room, office and furniture setups and moves (moving tables, chairs, and office furniture)
Requirements for the Records/Office Services Specialist:
  • 3+ years’ experience in Record Management, preferably in a law firm
  • College degree preferred or equivalent experience
  • Ability to work effectively with minimal supervision in an atmosphere of multiple projects, shifting priorities, and deadline pressures
  • Strong interpersonal skills required to work effectively with people at all levels of the Firm as well vendors
  • Must project a professional demeanor, effectively represent the Firm, exhibit sound judgment and maintain confidentiality
  • Superior attention to detail, problem solving capabilities, strong organizational and multi-tasking skills.  Must show initiative and be willing to take ownership of projects
  • Available to work before and after normal working hours as necessary in order to meet the demands of the job and needs of the Firm
  • Must be eligible to work in the U.S. without sponsorship                     
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