Records Coordinator Jobs in Rosedale, NY (NOW HIRING)

Essential Job Functions

Records Management & File Operations:

• Register, create, organize, andmaintainphysical and electronic files within Records Management Systems (RMS).

• Track the circulation and movement of records to and from authorized client personnel whilemaintainingaccuraterecordsactivity logs.

• Prepare inactive records for offsite storage, archiving, digitization, or secure dispositionin accordance withestablished retention schedules and client requirements.

• Perform file culling, categorization, indexing, and records cleanup activities to support records management initiatives and operational efficiency.

• Assistwith file transfers, matter mobility projects, retention initiatives, andrecordsdisposition activities as directed.

• Maintainaccuratelabeling, indexing, and metadata standards to ensure efficient retrieval and accessibility of records.

Storage, Retrieval & Inventory Management:

• Manage the storage, retrieval, and organization of records stored onsite and with offsite storage vendors.

• Conduct routine inventories and audits of records stored at client facilities and offsite storage locations to ensure accuracy and accountability.

• Assistauthorized personnel with locating, retrieving, and returning records ina timelyand professional manner.

• Monitorrecordsaccess and circulation to ensure compliance with confidentiality, security, and records handling procedures.

• Coordinaterecordsshipments, transfers, and deliveries whilemaintainingaccuratechain-of-custody documentation.

Compliance & Quality Assurance:

• Ensure records management activitiescomply withclient requirements, organizational policies, retention schedules, and information governance standards.

• Maintainaccuratetracking, monitoring, and documentation ofrecordsactivity, service requests, operational logs, overtime, and billing-related entries.

• Supportrecordsaudits and quality control initiatives to ensure data integrity, accuracy, and operational compliance.

• Handle confidential and sensitive client information with professionalism, discretion, and strict adherence to privacy standards.

• Identifyopportunities for process improvements and operational efficiencies within records management workflows.

Reporting & Administrative Support:

• Prepare operational reports related torecordsactivity, inventory management, file tracking, and departmental performance metrics.

• Maintainaccuraterecordsdocumentation and reporting systems to support operational transparency and compliance.

• Assistwith administrative and operational tasks related to records management projects and departmental initiatives.

• Collaborate with clients, operational teams, and leadership to support records-related requests and service needs.

Training & Operational Support:

• Participate in ongoing training and development programs related to records management systems, operational procedures, and compliance standards.

• Support team collaboration andmaintaina professional, customer-focused approach in all client and workplace interactions.

• Promote operational excellence, organization, and adherence to Opensity Solutions service standards and workplace policies.

Knowledge & Skills

• Strong understanding of records management principles, document control, and file lifecycle management.

• Excellent attention to detail with strong organizational and accuracy skills.

• Ability to manage multiple priorities andmaintainproductivity in fast-paced operational environments.

• Strong verbal and written communication skills with a customer service-oriented mindset.

• Ability tomaintainconfidentiality and securely handle sensitive client information.

• Strong problem-solving and analytical abilities with attention to operational accuracy.

• Experience working with records management systems and document management platforms.

• Ability to work independently and collaboratively within a team environment.

• Proficiencyin Microsoft Office Suite and operational technology systems.

Qualifications & Requirements

• High school diploma or GEDrequired

• Minimum of 1 year of experience in records management, file services, imaging/scanning, document control, or related operational support roles preferred.

• Familiarity with records management systems such asFileTrail,iManageRecords Manager, Autonomy Records Manager (FileSurf),LegalKey, NetDocuments, OpenText DM, or similar platforms preferred.Proficiencyin Microsoft Office Suiterequired.

• Ability to lift or move materials weighing up to 40 pounds.

• Ability to walk, bend, kneel, stand, or sit for extended periods of time.

• Ability to move packages and records using standard wheeled carts with load capacities up to 75 pounds.

Compensation

The Compensation range for this role is up to $24.00 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

Benefits

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)