Supervisor, Records

Cozen O'Connor Corporation•Philadelphia, PA

2d•Onsite

About The Position

Cozen O’Connor is seeking a Supervisor, Records to join our Philadelphia, PA team. This role is responsible for overseeing the day-to-day operations of the Records Department while actively performing records management functions. The Supervisor will manage a small team, support records processes, lead projects, and serve as a key resource for attorneys and staff. This position requires strong legal records experience, attention to detail, and the ability to operate independently in a fast-paced legal environment.

Requirements

3–5 years of legal records or related experience required
Strong knowledge of records management systems (IRM preferred)
Experience with vendor management, invoice processing, and project coordination
Excellent written, verbal, and interpersonal communication skills
Strong organizational skills with exceptional attention to detail
Ability to manage multiple priorities and work both independently and as part of a team
Proficiency in Microsoft Office (Outlook, Word, Excel)
Ability to lift and move boxes/files up to 25 pounds
High School Diploma or equivalent required

Nice To Haves

Prior supervisory or lead experience preferred
Demonstrated ability to work directly and confidently with attorneys and legal staff
Bachelor’s degree or equivalent experience preferred

Responsibilities

Supervise and support a team of records staff, including assigning work, monitoring performance, and approving timecards
Train, mentor, and onboard new team members on department procedures, systems, and best practices
Provide ongoing training to attorneys and staff on IRM (iManage Records Management) systems and workflows
Partner with leadership to implement departmental initiatives, process improvements, and best practices
Ensure all records activities are handled with confidentiality, accuracy, and professionalism
Lead and participate in records-related projects, including system updates, inventory audits, and process improvements
Organize, maintain, and update legal records including correspondence, memoranda, invoices, etc.
File documents accurately in accordance with firm policies and established records systems
Process new file requests, ensuring accuracy, proper labeling, and timely delivery
Perform detailed data entry and indexing for both onsite and offsite records storage
Search, retrieve, and deliver requested files to attorneys and staff in a timely manner
Assist with file room organization, space management, and reorganization efforts
Coordinate and process incoming and outgoing file transfer requests
Assist with boxing closed files for offsite storage
Coordinate all inbound and outbound records shipments with offsite storage vendors
Review and process offsite storage invoices
Manage vendor relationships and contracts, including records supplies and storage providers
Ensure vendor compliance with firm standards