Records and Document Services Coordinator
Hirschler, a dynamic and multispecialty mid-sized law firm, is seeking an experienced Records and Document Services Coordinator to join our team. This full-time, in-office position is based in our Richmond office.
About the Role
The Records and Document Services Coordinator oversees the lifecycle of records within the law firm environment, including but not limited to the creation, circulation, storage, tracking, transfer, and retention of firm records. This role also provides essential support to the operational needs of the firm in the areas of document preparation and processing, and office services.
The ideal candidate will have an Associate Degree or equivalent experience and at least one year of experience in file/records management, preferably in a law firm or other professional services setting.
Key Responsibilities
- Collaborate with the Director of Operations, Professional Standards Committee, and others to maintain compliance with firm’s records management policies.
- Manage the inventory of physical and electronic documents, including coordinating on-site and off-site storage of records.
- Interface with external storage vendors to arrange records retrieval and pick-ups.
- Perform routine audits of record inventories and support disposition processes in line with retention policies.
- Assist with records-related projects, such as destruction purges, file relocations, categorization of files, and special projects for attorneys and staff.
- Maintain and organize inventories of documents stored in firm safes, handle new document placements, and process retrieval requests.
- Generate, mail, and track client notification letters related to file retention and disposition.
- Fulfill document production and copy/print/scan requests from attorneys and staff.
- Provide backup support for new client/new matter tasks, including conflict research and resolution.
- Conduct closing activities for inactive and complete matters.
- Support reception services when needed, including answering class, greeting visitors and addressing hospitality needs.
- Perform additional duties as assigned.
Required Qualifications
- Associate Degree or equivalent experience, with at least one year of records management experience, preferably in a law firm or other professional services setting.
- Excellent written and verbal communication skills.
- Strong interpersonal skills and team-oriented, service-driven mindset.
- Ability to prioritize and accomplish multiple tasks in a fast-paced, deadline-drive and detail-oriented environment.
- Proficiency with Microsoft software specifically Outlook, Excel, and Word.
- Capable of working independently and exercising sound judgment, with supervisory consultation as needed.
- Must fully understand and comply with confidentiality principles.
- Physical ability to lift and move boxes weighing approximately 20 pounds.
Salary
- Competitive, commensurate with experience
Benefits
- 401(k) with Firm contributions
- Medical, dental, and vision insurance
- Life and disability insurance
- Paid Time Off
- Flexible Spending Account
- Health Savings Account
- Employee Assistance Program
At Hirschler, we are committed to fostering a diverse and inclusive workplace where every team member is valued and respected. We believe that diversity enriches our work environment and enhances our ability to serve our clients effectively. We celebrate the unique backgrounds, perspectives, and experiences that each individual brings to our firm.
Hirschler is an equal opportunity employer. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other protected characteristic under applicable law. We are dedicated to ensuring a fair and equitable hiring process and providing an inclusive work environment where everyone has the opportunity to succeed.
We encourage all qualified candidates to apply and join us in our commitment to excellence, integrity, and service.