Law Firm Records and Operations Coordinator

Stone Pigman Walther Wittmann•New Orleans, LA

1d•Hybrid

About The Position

The Records and Operations Coordinator is a hybrid role responsible for supporting the firm's records management, library services, and day to day operational functions. This position is between records management and firm operations and plays a key role in ensuring the firm's Turkey Management System physical records, and operational processes function efficiently, accurately, and in compliance with firm policies and retention requirements. The ideal candidate is highly organized, detail oriented, service minded, and comfortable working across departments to support attorneys and staff.

Requirements

Associate degree or equivalent work experience strongly; experience in a law firm or professional services environment strongly preferred.
Prior experience with records management systems, document management systems, or legal filing systems strongly preferred.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities, meet deadlines, and work independently.
Strong customer service mindset with the ability to work collaboratively across departments.
Proficiency in technology and systems commonly used in a law office setting.
Ability to handle confidential and sensitive information with discretion and professionalism.
Ability to lift, move, and organize files and materials as required.

Responsibilities

File pleadings and discovery materials into the firm's records management system in compliance with established firm naming conventions and filing standards.
Requests copies of pleadings and related documents from courts as needed.
Scans, profiles, and indexes documents into the records management system to maximize ease of retrieval for attorneys and staff.
Handles requests for the creation, retrieval, and tracking the physical client and administrative files.
Updates library books and reference materials with subscription updates throughout the year and removes outdated materials for recycling or destruction in accordance with firm procedures.
Tracks the receipt of fully executed engagement letters from new clients and ensures proper record retention.
Assists with the destruction of physical and electronic records that have met firms approved retention schedule.
Assist other employees with troubleshooting issues related to the document management system and records workflows.
Assists with the cleanup, organization, and conversion of data in legacy databases, including preparation for system or product migrations.
Provides backup support to the conflicts and new matter coordinator as needed.
Assists the Records Management and Library Services Director with additional records, library, and information governance projects as assigned.
Supports firm wide operational processes and administrative workflows, including coordination with attorneys, administrative staff, and management.
Assists with facilities related coordination, such as office organization, supply inventory, and liaison with vendors or building management as directed.
Helps maintain operational documentation procedures and internal resources.
Supports onboarding and off boarding activities by coordinating records, access needs, and operational checklists, as directed.
Assist with special projects related to firm operations, process improvement, or administrative initiatives.
Serves as a flexible support resource, stepping in where needed to ensure continuity of operations and responsiveness to internal requests.
Upholds firm policies, confidentiality standards, and professional service expectations in all operational activities.