Records Assistant

2 weeks ago

London, United Kingdom Wlliams Lea Full time

Role: Records Assistant

Contract: 12 Month Fixed Term

**Salary**: £25,642.50

Williams Lea Seek a skilled Records Assistant to join our prestigious site in Central London

The Records Assistant position will be responsible for delivering exceptional customer service to our clients within a law firm environment. Work requirements include file creation, labelling, 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. The client will be moving records storage provider and work will be required file creation, labelling, retrievals, transfers, destruction, tracking and also document scanning related to the move.
- Experience in data management and the digitization of hard records
- Ability to learn new technologies and adapt to changing priorities and modes of work in a virtual environment
- 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
- Labelling, 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
- 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
- Key Competencies
- Excellent attention to detail and strong consistent task focus
- Professional, effective written and oral communication skills
- Excellent interpersonal and teamwork skills
- Effectively complete tasks without constant supervision
- Ability to multi-task and meet multiple deadlines
- Good working skills in Microsoft Word, Excel and Outlook required
- Document scanning and Adobe PDF toolset experience preferred
- Ability to handle sensitive and/or confidential materials required
- Capacity and willingness to porter boxes
- Must be able to lift up to 50 lbs. and push carts full of files on a regular basis
- Able to load, push, and unload carts of boxes or files as needed
- Capable of understanding client enquiries and providing effective response

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