Forrest Solutions
Lead Office Services Associate (Reprographics + Records)
Forrest Solutions, New York, New York, us, 10261
Lead Records Associate
We are seeking a detail-oriented and experienced Lead Records Associate to oversee and execute daily operations within the Records Management Department of a leading law firm. This role is critical in ensuring the accurate circulation, organization, and compliance of legal records and files, both on-site and off-site. During periods of downtime from records projects, the Lead Records Associate will also support reprographics and mailroom operations to ensure seamless office services support. The ideal candidate will demonstrate exceptional organizational skills, professionalism, and the ability to support attorneys and staff with high-level service.
Pay Range:
$27-$29/hr. Key Responsibilities Facilitate the circulation of files between the on-site records department and off-site storage vendor. Assist attorneys and staff with file searches, file creation, and database inquiries. Maintain and update the Records database, including performing routine data cleanup. Deliver records supplies (boxes, labels, folders) upon request. Manage case rooms and ensure compliance with organizational standards. Coordinate and monitor Litigation Hold notifications and compliance processes. Conduct file audits within the office, including case rooms and attorney closets. Oversee and maintain shred bins located throughout the office. Apply appropriate disposition methods for files (Destruction, Transfer, Return to Client, etc.). Train end-users on the firm's Records web application. Support attorney departure processes by identifying and retrieving files designated for transfer. Support Accounting filing processes, including scanning GL reconciliations and pulling Accounts Receivable/Accounts Payable files. Reprographics & Mailroom Support (during records downtime): Perform reprographics tasks including high-volume copying, scanning, printing, binding, and document finishing. Ensure quality control of reproduced materials and meet attorney and client deadlines. Assist with incoming and outgoing mail, including sorting, logging, distributing, and preparing packages for courier and carrier pickup (FedEx, UPS, USPS, messenger services). Track and process certified, registered, and legal mail as required. Maintain reprographics and mailroom equipment, report service issues, and restock supplies as needed. Provide backup support to office services team to ensure uninterrupted daily operations. Required Skills & Qualifications Ability to lift and move up to 50+ pounds. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Strong organizational skills with excellent attention to detail. Professional demeanor with strong communication and interpersonal skills. Prior experience in records management, legal administration, reprographics, mailroom, or office services strongly preferred. Familiarity with multi-line phone systems a plus. Ability to handle confidential information with discretion. Training will be provided for firm-specific systems and procedures. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, origin, disability, or military status.
$27-$29/hr. Key Responsibilities Facilitate the circulation of files between the on-site records department and off-site storage vendor. Assist attorneys and staff with file searches, file creation, and database inquiries. Maintain and update the Records database, including performing routine data cleanup. Deliver records supplies (boxes, labels, folders) upon request. Manage case rooms and ensure compliance with organizational standards. Coordinate and monitor Litigation Hold notifications and compliance processes. Conduct file audits within the office, including case rooms and attorney closets. Oversee and maintain shred bins located throughout the office. Apply appropriate disposition methods for files (Destruction, Transfer, Return to Client, etc.). Train end-users on the firm's Records web application. Support attorney departure processes by identifying and retrieving files designated for transfer. Support Accounting filing processes, including scanning GL reconciliations and pulling Accounts Receivable/Accounts Payable files. Reprographics & Mailroom Support (during records downtime): Perform reprographics tasks including high-volume copying, scanning, printing, binding, and document finishing. Ensure quality control of reproduced materials and meet attorney and client deadlines. Assist with incoming and outgoing mail, including sorting, logging, distributing, and preparing packages for courier and carrier pickup (FedEx, UPS, USPS, messenger services). Track and process certified, registered, and legal mail as required. Maintain reprographics and mailroom equipment, report service issues, and restock supplies as needed. Provide backup support to office services team to ensure uninterrupted daily operations. Required Skills & Qualifications Ability to lift and move up to 50+ pounds. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Strong organizational skills with excellent attention to detail. Professional demeanor with strong communication and interpersonal skills. Prior experience in records management, legal administration, reprographics, mailroom, or office services strongly preferred. Familiarity with multi-line phone systems a plus. Ability to handle confidential information with discretion. Training will be provided for firm-specific systems and procedures. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, origin, disability, or military status.