Legal Records Specialist

Records & Information Governance Workflow Coordinator

Location: Philadelphia, PA

Schedule: Monday – Friday, 8:00 AM – 5:00 PM

Pay Rate: $25.00 - $26.00 per hour

Reports To: Lead Records Associate or Client Relations Manager

Position Summary

The Records & Information Governance Workflow Coordinator serves as a critical link in the Matter Mobility lifecycle, ensuring the secure and efficient management of client records throughout their lifecycle. This role is responsible for maintaining accurate physical and digital records, supporting onboarding and offboarding workflows, and ensuring all information is handled in compliance with firm policies, ethical standards, and data privacy regulations.

The ideal candidate is highly organized, detail-oriented, and experienced in records management within a legal or professional services environment. This position plays a key role in supporting attorneys and staff by facilitating timely access to records while maintaining strict confidentiality and chain-of-custody procedures.

Key Responsibilities

1. Request Management & Frontline Support

• Perform triage of all incoming records requests and route non-records requests to appropriate departments.
• Provide frontline support to attorneys and staff regarding records requests and information governance procedures.
• Collaborate with IT, Conflicts, and Finance teams to support seamless onboarding and offboarding of attorneys and matters.
• Manage records administration tasks including ticket creation, release tracking, filing, and request documentation.
• Enter and maintain accurate data within Records Management Systems (RMS) and Document Management Systems (DMS).

2. Operational Logistics & Execution

• Execute secure retrieval, scanning, indexing, and filing of physical and electronic records.
• Coordinate digitization initiatives, storage reduction efforts, and records migration projects.
• Organize and classify records according to established retention and governance policies.
• Support routine audits and reconciliation activities to ensure data accuracy and integrity.

3. Compliance & Risk Mitigation

• Maintain verifiable chain-of-custody documentation and audit trails for sensitive and confidential materials.
• Ensure compliance with firm policies, legal retention schedules, and privacy regulations.
• Track records inventory, reconcile offsite storage records, and oversee destruction workflows.
• Assist in responding to compliance inquiries, audits, or security-related incidents.

4. Matter Mobility Support

• Provide backup support for records data scrubbing, transfers, and matter mobility processes.
• Assist with secure movement and management of client information across systems and departments.
• Contribute to the development and implementation of records management policies and procedures.

Preferred Qualifications

• Prior experience in records management, information governance, or legal support operations.
• Familiarity with the lifecycle of legal records and retention policies.
• Advanced experience with Document Management Systems (DMS) and Records Management Systems (RMS).
• Previous law firm experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage confidential information with professionalism and discretion.
• Proficiency in Microsoft Office and records management technologies.
• Strong communication and customer service skills.

Skills & Competencies

• Records organization and classification
• Data integrity and quality assurance
• Compliance and confidentiality management
• Workflow coordination and multitasking
• Problem-solving and collaboration
• Time management and prioritization

Work Environment

This position operates in a professional office environment and may require handling physical records, coordinating with offsite storage vendors, and working across multiple departments to support records and information governance operations.