Records Coordinator

Nelson Mullins Riley & Scarborough • Orlando, FL

3d

About The Position

The Orlando, FL office of an AmLaw 100 firm is seeking a meticulous and organized Records Coordinator to join our Information Governance Department. This critical role involves ensuring the accurate management of both electronic and physical records, including their creation, circulation, filing, and offsite processing. The Records Coordinator will play a key role in upholding information governance standards by maintaining efficient filing systems, assisting with document integration, and providing essential support and training on information governance best practices across various offices. This position requires a blend of physical tasks, data stewardship, and technical expertise in records management and compliance. In this role, you will be responsible for maintaining and managing both digital and physical filing systems to ensure compliance with firm-wide governance policies and efficient document storage and retrieval. You will process incoming documents by sorting, classifying, and coding them for seamless integration into our systems, while adhering to information governance protocols. A key part of your duties will involve ensuring compliance with legal and regulatory requirements, as well as internal information governance policies. Providing guidance and support to staff on the use of records management systems and best practices will be a significant part of your duties, throughout various offices Additionally, you will retrieve and reference information as requested by users, maintain logs and indexes to track the status of information, and accumulate statistical data to prepare comprehensive reports on information governance as needed. Regular interaction with a diverse group of timekeepers, supervisors, co-workers, and other staff members via phone, email, and in-person communication will be essential. You will also handle special projects as assigned and travel to various offices to supervise daily personnel productivity and address office-related issues (including but not limited to Florida and Georgia offices). In addition to these responsibilities, you will handle, inventory, and move records within the office, including lifting and shelving boxes up to 50 lbs. Utilizing wireless scanning technology to update the location of client records and files will also be a key part of your role. Ensuring accuracy and compliance with firm’s information governance systems will be essential as you manage these tasks. We are looking for a proactive, reliable, and detail-oriented individual who is ready to take initiative and hit the ground running. Strong critical thinking skills, a deep understanding of information governance practices, and the ability to work independently are essential. A college degree and experience in law firm records management or information governance are preferred. You must also be able to travel as required.

Requirements

• Proactive, reliable, and detail-oriented
• Strong critical thinking skills
• Ability to work independently
• Must be able to travel as required

Nice To Haves

• College degree
• Experience in law firm records management or information governance

Responsibilities

• Maintaining and managing both digital and physical filing systems to ensure compliance with firm-wide governance policies and efficient document storage and retrieval.
• Processing incoming documents by sorting, classifying, and coding them for seamless integration into our systems, while adhering to information governance protocols.
• Ensuring compliance with legal and regulatory requirements, as well as internal information governance policies.
• Providing guidance and support to staff on the use of records management systems and best practices throughout various offices
• Retrieving and referencing information as requested by users, maintaining logs and indexes to track the status of information, and accumulating statistical data to prepare comprehensive reports on information governance as needed.
• Regular interaction with a diverse group of timekeepers, supervisors, co-workers, and other staff members via phone, email, and in-person communication
• Handling special projects as assigned and travel to various offices to supervise daily personnel productivity and address office-related issues (including but not limited to Florida and Georgia offices).
• Handling, inventorying, and moving records within the office, including lifting and shelving boxes up to 50 lbs.
• Utilizing wireless scanning technology to update the location of client records and files.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 1,001-5,000 employees