Records and Information Management Specialist

Regency Centers•Jacksonville, FL

2d•Hybrid

About The Position

At Regency Centers, our people are our greatest asset, and we believe that our highly skilled and talented team makes us better. We are seeking a Records and Information Management Specialist to join our corporate office located in Jacksonville, FL. This is a hybrid opportunity with 3 days in the office and 2 days working remotely after the training period. This person 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 maintaining records within company and third-party systems. Multiple internal and external systems are utilized to support varying levels of access, from confidential to outward-facing documents and matters. This person is responsible for gathering and compiling information and documentation to ensure the most complete and accurate records are available for use. In addition, this role provides general administrative support to Legal team personnel, including, but not limited to, drafting correspondence, processing mail, and preparing expense reports.

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

Nice To Haves

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

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.
Coordinate with internal personnel and outside counsel to obtain information and ensure accuracy of matter data.
Manage settlement and judgment documentation and payments, including payment plans and outgoing wires.
Prepare default and shell letters based on lease requirements.
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.
Provide corrections to Lease Admin to ensure accurate data in REG Finance and lease systems and availability via Property Connect.
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.

Benefits

23+ PTO days annually
11 paid holidays (in addition to PTO)
Paid leave programs (parental, compassion, bereavement, jury duty, and military)
Health Advocacy + Employee Assistance Program (EAP)
Hybrid Work Schedule
Modified in-office hours
Dedicated remote work days
401(k) with a generous company match plus corporate profit sharing
Anniversary stock grant awards
Health Savings Account (HSA), Health Care FSA, and Dependent Care FSA
100% company paid Life Insurance/AD&D and Disability Insurance
Voluntary benefits (supplemental life/AD&D, critical illness, accident, hospital indemnity, and identity theft)
Student loan repayment resources
Medical, Dental and Vision Insurance
Award winning and incentives-based wellbeing program through Personify Health
Family planning, mental health, and pain management programs
52 hours per year of paid Volunteer Time Off
Company gift matching
Tuition reimbursement
Continued education opportunities
LinkedIn Learning premium subscription
Professional membership support
Employee Resource Groups