Records Coordinator

Position Overview

Taylor Duma is seeking a detail-oriented and organized Records Coordinator to manage and maintain firm records in accordance with established policies, procedures, and legal requirements. The Records Coordinator plays a vital role in supporting attorneys, paralegals, and administrative staff by ensuring that records are accurately created, maintained, secured, and accessible. This role requires a high level of discretion, strong organizational skills, and the ability to manage both physical and electronic records across multiple practice areas.

Key Responsibilities

• Maintain and organize physical and electronic legal records and files in compliance with the firm’s records retention and destruction policies
• Coordinate the retrieval, duplication, and delivery of records as requested by attorneys and staff
• Assist with implementation and enforcement of firm-wide records management procedures and best practices
• Perform routine audits to ensure files are accurately labeled, securely stored, and properly archived or destroyed as appropriate
• Manage the intake and release of client files, including processing file transfer requests and coordinating with external parties as needed
• Ensure that all records are properly classified and indexed for easy retrieval
• Support litigation holds and other records-related compliance needs as required
• Work closely with IT to ensure the records management system is operating effectively and data integrity is maintained
• Train and support new employees on records protocols and file management systems
• Liaise with offsite storage vendors and coordinate the retrieval or return of files as needed
• Assist with special projects and provide administrative support as assigned

Qualifications

• Prior experience in records management, preferably in a law firm or professional services environment
• Familiarity with legal file organization and records retention standards
• Strong attention to detail, accuracy, and confidentiality
• Excellent organizational and time management skills
• Ability to work independently and as part of a team
• Proficiency in Microsoft Office and document management systems
• Ability to lift boxes and manage physical file storage when needed

Education & Experience

• High school diploma or equivalent required
• Associate’s or bachelor’s degree preferred
• 2 years of experience in records or file coordination; legal experience strongly preferred

Work Environment & Physical Demands

• Office environment with regular interaction across departments
• Must be able to lift and move file boxes up to 30 lbs
• Some bending, stooping, and walking required when working with file storage