Records Associate

Records Associate

Williams Lea, by RRD is a global business support services company with a strong legacyover 200 years of experience delivering world-class business solutions. We specialize in delivering skilled administrative support, document production, presentation design, and marketing and communications services to leading companies around the worldespecially within legal, financial, and professional services industries.

We're a people-powered organization. With a presence in North America, the UK, Europe, and Asia Pacific, we have thousands of employees globally, all working together to help our clients operate more efficiently and effectively. Whether it's supporting law firms with critical document production or helping financial institutions manage high-volume print and digital communications, we're the behind-the-scenes team making everything run smoothly.

Williams Lea is hiring for a Records Associate for our Los Angeles, CA office to work Monday to Friday 8 : 00 am to 5 : 00 pm or 9 : 00 am to 6 : 00 pm!

The candidate for this Records Associate position will be responsible for delivering exceptional customer service to our clients within a corporate law firm environment. Work requirements include file creation, labeling, retrievals, transfers, destruction, tracking and also document scanning. This position requires regular professional written and verbal communication with our clients, other departments and vendors. Coordination of records scanning and retrieval projects with other departments and external vendors is also required for this position. Good working skills in Microsoft Word, Excel, Outlook, Adobe PDF, eDocs DM and LegalKey are essential for this position.

Job Responsibilities :

• Following all established internal records procedures
• Creation of new files and revision of existing files
• Data entry into the records management database
• Adhering to document retention policies
• Labeling, moving and shelving files
• Follow-up on checked-out files as needed
• Process and file incoming records under their respective client matters
• Participate in diverse ongoing records projects regularly
• Coordinate and track scanning projects between records and other departments
• Daily scanning of documents using computer desktop scanners and Adobe PDF
• PDF quality control, profiling and saving to the document management system
• Using a handheld barcode scanner to track the location and movement of internal files
• Track and retrieve files from internal or external locations as needed for client requests
• Processing inactive and closed files in preparation for transfer to off-site storage
• Work with offsite storage vendors on retrieval / storage of files via web interface or phone
• Routing and tracking of locked shred bins managed by records for the firm's NY office
• Maintaining daily productivity tracking logs of all department activities and projects
• Research of client and matter information in various firm databases as needed
• Working on any other reasonable request for records related assistance
• Maintaining the highest levels of confidentiality of all firm records and files

Qualifications :