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Indexing Associate Jobs in California (NOW HIRING)

Opensity Solutions

Records Associate

Costa Mesa, CA · On-site

$27 - $28.50/hr

The Office Services Associate plays a key role in supporting the firm's Records Management and ... Utilize FileTrail and NetDocuments (NetDocs) to accurately track, retrieve, index, archive, and ...

K2services

Records Associate

Costa Mesa, CA · On-site

$27 - $28.50/hr

The Office Services Associate plays a key role in supporting the firm's Records Management and ... Utilize FileTrail and NetDocuments (NetDocs) to accurately track, retrieve, index, archive, and ...

Opensity Solutions

Records Associate

Costa Mesa, CA · On-site

$27 - $28.50/hr

The Office Services Associate plays a key role in supporting the firm's Records Management and ... Utilize FileTrail and NetDocuments (NetDocs) to accurately track, retrieve, index, archive, and ...

Integrated Resources INC

Perform an inventory review for incoming CRO clinical study files; receive, index, and file preclinical study records; responsible for offsite archival of documents; participate in periodic file room ...

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All JobsIndexing Associate JobsIndexing Associate Jobs in California

Indexing Associate information

What is an indexing associate?

Indexing Associates are professionals responsible for organizing, cataloging, and maintaining information or documents for easy retrieval. They analyze content and assign relevant keywords or metadata to ensure information can be efficiently searched and accessed. Indexing Associates commonly work in libraries, publishing houses, legal firms, or corporate records departments. Their attention to detail helps organizations maintain accurate and accessible records, which is crucial for research, compliance, and information management.

What are the key skills and qualifications needed to thrive as an indexing associate?

To thrive as an Indexing Associate, you need strong attention to detail, analytical thinking, and a solid grasp of information organization, often supported by a degree in library science or a related field. Familiarity with cataloging software, metadata standards, and database management systems is typically required. Excellent time management, communication skills, and the ability to work independently help someone excel in this role. These skills ensure that large volumes of information are accurately organized, easily retrievable, and useful for end-users.

What is the difference between Indexing Associate vs Data Entry Clerk?

AspectIndexing AssociateData Entry Clerk
Required CredentialsHigh school diploma; familiarity with indexing softwareHigh school diploma; proficiency in data entry tools
Work EnvironmentLibraries, archives, or information centersOffices, administrative settings
Employer & IndustryLibraries, publishing, information managementBusinesses, healthcare, government agencies
Search & Comparison IntentUnderstanding indexing processes and skillsData input and accuracy tasks

While both roles involve handling information, an Indexing Associate focuses on organizing and cataloging data for easy retrieval, often in library or archival settings. A Data Entry Clerk primarily inputs data into systems, emphasizing speed and accuracy. The roles share similar skills but differ in context and specific responsibilities.

What are the main challenges an indexing associate faces in managing large volumes of information, and how are they typically addressed?

Indexing Associates often work with extensive sets of documents or data, which can make it challenging to maintain accuracy and consistency in categorization. To address this, many teams utilize specialized indexing software and follow standardized guidelines to ensure all entries are uniformly organized. Regular quality checks, ongoing training, and collaboration with team members are also common practices to minimize errors and improve efficiency. Being detail-oriented and comfortable with repetitive tasks are important qualities for success in this role.
What are the most commonly searched types of Indexing jobs in California? The most popular types of Indexing jobs in California are:
What are popular job titles related to Indexing Associate jobs in California? For Indexing Associate jobs in California, the most frequently searched job titles are:
What job categories do people searching Indexing Associate jobs in California look for? The top searched job categories for Indexing Associate jobs in California are:
What cities in California are hiring for Indexing Associate jobs? Cities in California with the most Indexing Associate job openings:
Indexing Associate jobs near you
Infographic showing various Indexing Associate job openings in California as of August 2026, with employment types broken down into 1% As Needed, 71% Full Time, 25% Part Time, 2% Temporary, and 1% Contract. Highlights an 97% Physical, 1% Hybrid, and 2% Remote job distribution.

Records Associate

Opensity Solutions

Costa Mesa, CA • On-site

$27 - $28.50/hr

Other

Medical, Dental, Vision, Retirement, PTO

Posted 5 days ago

Job description

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.
The Office Services Associate plays a key role in supporting the firm's Records Management and Facilities operations. This position is approximately 80% Records Management and 20% Facilities Support, with a primary focus on managing the lifecycle of physical and electronic records while ensuring efficient office operations. Reporting to the Lead Office Services Associate or Client Relations Manager, this individual will maintain records accuracy, support file requests, and assist with day-to-day facilities needs to ensure a professional and organized office environment.
Job Responsibilities
Records Management (80%)

  • Manage the complete lifecycle of physical and electronic records from creation through final disposition.
  • Utilize FileTrail and NetDocuments (NetDocs) to accurately track, retrieve, index, archive, and maintain client files.
  • Process loose documents, create new client files, and prepare records for off-site storage.
  • Retrieve, circulate, and return physical files while maintaining accurate chain of custody.
  • Coordinate file transfers, including incoming lateral files and outgoing file requests in partnership with the Office of General Counsel.
  • Process file destruction and returns in accordance with the firm's Records & Information Management (RIM) policies.
  • Maintain file rooms and storage areas, including shifting files to maximize storage capacity.
  • Ensure compliance with all firm records policies, confidentiality requirements, and retention schedules.
  • Respond promptly to records requests while providing exceptional customer service to attorneys and staff.
Facilities Support (20%)
  • Assist with general office facilities operations and daily office maintenance.
  • Coordinate with building management and vendors to report and resolve maintenance issues.
  • Support office moves, workstation setups, and furniture relocations.
  • Maintain conference rooms, visitor offices, and common areas to ensure they remain organized and fully stocked.
  • Assist with mail distribution, package handling, copying, scanning, and other operational support as needed.
  • Provide reception coverage when necessary.
Reporting & Requirements
  • Compile and share weekly operational updates with leadership.
  • Participate in daily and weekly team meetings.
  • Maintain accurate records of file activity and facilities requests.
Job Requirements
  • 3-5 years of Records Management experience, preferably within a law firm or professional services environment.
  • Hands-on experience using FileTrail and NetDocuments (NetDocs) is strongly preferred.
  • Experience managing both physical and electronic records.
  • Strong understanding of records retention, file tracking, and records lifecycle management.
  • Excellent organizational skills with exceptional attention to detail.
  • Ability to prioritize multiple requests in a fast-paced environment.
  • Strong verbal and written communication skills.
  • Proficiency with Microsoft Office applications.
  • Ability to maintain confidentiality when handling sensitive client information.
  • Ability to lift or move up to 40 lbs. and transport materials using carts when necessary.
  • Ability to walk, bend, kneel, stand, or sit for extended periods.
Compensation
Pay Rate: $27.00 - $28.50 per hour, depending on experience and qualifications.
Benefits
Eligible employees receive a comprehensive benefits package including:
  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • 401(k) Retirement Plan
  • Paid Time Off (PTO)

Opensity is an Equal Opportunity Employer.
We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.
Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.

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