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Nixon Peabody LLP · 9 hours ago

Records Coordinator

New York, NY

Full-time

Onsite

Entry Level

$63K/yr - $87K/yr

2+ years exp

Nixon Peabody LLP is a firm that emphasizes the importance of collective thinking and innovation. The Records Coordinator plays a crucial role in supporting the Records and Information Governance program by ensuring the accurate classification, maintenance, and disposition of both physical and electronic records.

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Comp. & Benefits

H1B Sponsor Likely

Responsibilities

Monitor daily records workflows and proactively identify opportunities for process improvement

Coordinate task assignments and priorities in the absence of the Manager of Records and Information Management

Track progress of ongoing records projects and provide timely updates to management

Maintain and update client and matter records in accordance with firm policies, legal requirements, and industry best practices

Conduct periodic reviews of closed client matters to assess retention status and initiate disposition workflows in compliance with the firm’s retention schedule and applicable regulations

Coordinate the secure transfer, archival, or destruction of records based on retention policies, client instructions, and risk considerations

Manage both active and inactive records using the firm’s DMS (e.g., iManage, NetDocuments) and records management platforms (e.g., FileTrail, LegalKey)

Facilitate offsite storage processes, including indexing, retrievals, returns, and destruction authorizations

Conduct quarterly audits of onsite physical storage spaces to ensure proper organization, compliance with retention policies, and readiness for disposition or retrieval

Assist with File Transfer and collection of records as requested by outside organizations

Assist in onboarding and training new staff on records policies and procedures

Provide support to Attorneys, Practice Assistants, and Paralegals in locating and retrieving records

Partner with other Records staff on firmwide projects

Provide remote offsite storage and retrieval support for other firm offices in the absence of a local records support staff

Demonstrate excellent verbal and written communication skills, with the ability to collaborate effectively with attorneys, practice assistants, paralegals and professional staff

Support and promote the firm’s best practices for records and information governance through consistent, professional interactions and adherence to established protocols

Perform file retrieval, re-shelving, and error correction as needed

Support special projects and other duties as assigned by the Manager, Records and Information Management

Perform other duties as assigned

Qualification

Records managementDocument management systemsCompliance standardsData privacy regulationsOrganizational skillsProcess improvementTraining supportCommunication skillsTeam collaborationAttention to detail

Required

2+ years of experience in records management, preferably in a legal or professional services environment

Strong organizational and communication skills

Familiarity with records management systems (e.g., FileTrail) and DMS platforms (e.g., NetDocuments)

Understanding of records retention policies, compliance standards, and data privacy regulations

Preferred

Bachelor's Degree preferred. Work experience in lieu of a degree will be considered

Certification (CRM, IGP, or ARMA membership) is a plus

Benefits

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications.

Company

Nixon Peabody LLP

Nixon Peabody LLP is an American Lawyer top-100 law firm in the United States and has 15 offices worldwide.

Founded in 1999

Boston, Massachusetts, USA

1001-5000 employees

http://www.nixonpeabody.com/

H1B Sponsorship

Nixon Peabody LLP has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

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Trends of Total Sponsorships

2024 (1)

2022 (1)

2021 (1)

2020 (2)