Field Representative I, RIM Records

Ricoh Careers-posted 14 days ago
Full-time • Entry Level
Onsite • Stamford, CT
5,001-10,000 employees
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The Field Representative I will provide support for Records Management, Mailroom Services, Reception, and general office operations. This role requires strong communication skills (written and verbal), proficiency in Microsoft Office 365 (Excel, Word, Outlook), and the ability to multitask in a fast-paced environment. The candidate will serve as a key point of contact for daily customer interactions and must demonstrate flexibility, attention to detail, and excellent organizational skills. Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and in accordance with the firm’s records management procedures, the Field Representative I will oversee and coordinate daily tasks, workflows, and special projects within the Records Management Department. Responsibilities include file creation, tracking, labeling, delivery, closure, and storage of active and inactive client or firm files. Most interactions will be internal.

  • Perform records center operations in accordance with established RIM procedures.
  • Respond to requests by locating, retrieving, and delivering records or information promptly.
  • Receive and review files for entry into the Records Management System (RMS); ensure accuracy and proper classification.
  • Prepare new physical and electronic files within the classification plan.
  • Maintain timely and accurate filing, indexing, and interfiling.
  • Generate labels and barcodes for file tracking.
  • Support legal hold processes and retention schedule implementation.
  • Perform database queries and generate activity reports.
  • Arrange file delivery and manage check-out systems.
  • Scan records and save images per ESI policies.
  • Serve as key contact with offsite storage vendors.
  • Maintain confidentiality and organized file rooms.
  • Monitor Records Management email and voicemail boxes.
  • Provide exemplary customer service and handle special projects (e.g., destruction implementation).
  • Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.
  • Ability to effectively communicate information and respond to questions from managers, clients, customers, and the general public.
  • Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Exhibits judgment by making reasonable and defensible decisions and taking action to solve problems.
  • Proficiency in Microsoft Office (Word, PowerPoint, Access, Excel), Microsoft Project, and email software.
  • Ability to work in a team environment and maintain positive, productive relationships with clients and co-workers.
  • High school diploma or equivalent required; BA or AA preferred.
  • One or more years of college coursework in administrative management or computer technology.
  • Experience operating office equipment (e.g., reprographics, calculators).
  • Strong attention to detail and organizational skills.
  • Professional appearance and adherence to dress code.
  • Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.
  • Law firm experience preferred.
  • Records management or filing experience a plus.
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