Law Firm Records and Operations Coordinator
Stone Pigman Walther Wittmann, New Orleans, LA, United States
The Records and Operations Coordinator is a hybrid role responsible for supporting the firm's records management, library services, and day to day operational functions. This position is between records management and firm operations and plays a key role in ensuring the firm's Turkey Management System physical records, and operational processes function efficiently, accurately, and in compliance with firm policies and retention requirements.
The ideal candidate is highly organized, detail oriented, service minded, and comfortable working across departments to support attorneys and staff.
Essential Duties and Responsibilities
Records Management & Library Services
File pleadings and discovery materials into the firm's records management system in compliance with established firm naming conventions and filing standards.
Requests copies of pleadings and related documents from courts as needed.
Scans, profiles, and indexes documents into the records management system to maximize ease of retrieval for attorneys and staff.
Handles requests for the creation, retrieval, and tracking the physical client and administrative files.
Updates library books and reference materials with subscription updates throughout the year and removes outdated materials for recycling or destruction in accordance with firm procedures.
Tracks the receipt of fully executed engagement letters from new clients and ensures proper record retention.
Assists with the destruction of physical and electronic records that have met firms approved retention schedule.
Assist other employees with troubleshooting issues related to the document management system and records workflows,.
Assists with the cleanup, organization, and conversion of data in legacy databases, including preparation for system or product migrations.
Provides backup support to the conflicts and new matter coordinator as needed.
Assists the Records Management and Library Services Director with additional records, library, and information governance projects as assigned.
Firm Operations Support
In addition to records responsibilities, the Records and Operations Coordinator provides operational support to help ensure smooth daily functioning of the firm, including:
Supports firm wide operational processes and administrative workflows, including coordination with attorneys, administrative staff, and management.
Assists with facilities related coordination, such as office organization, supply inventory, and liaison with vendors or building management as directed.
Helps maintain operational documentation procedures and internal resources.
Supports onboarding and off boarding activities by coordinating records, access needs, and operational checklists, as directed.
Assist with special projects related to firm operations, process improvement, or administrative initiatives
Serves as a flexible support resource, stepping in where needed to ensure continuity of operations and responsiveness to internal requests.
Upholds firm policies, confidentiality standards, and professional service expectations in all operational activities.
Qualifications and Skills
Associate degree or equivalent work experience strongly; experience in a law firm or professional services environment strongly preferred.
Prior experience with records management systems, document management systems, or legal filing systems strongly preferred.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities, meet deadlines, and work independently.
Strong customer service mindset with the ability to work collaboratively across departments.
Proficiency in technology and systems commonly used in a law office setting.
Ability to handle confidential and sensitive information with discretion and professionalism.
Ability to lift, move, and organize files and materials as required.
Work Environment
This hybrid includes both computer based work and hands on handling of physical files, records, and library materials. The Operations role requires frequent movement while setting up conference rooms, meetings, and stocking of office supplies. Regular in office presence is required to perform essential records and operational functions.
Equal Employment Opportunity
Equal Employment Opportunity (EEO):
We are an equal opportunity employer and consider applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.
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The ideal candidate is highly organized, detail oriented, service minded, and comfortable working across departments to support attorneys and staff.
Essential Duties and Responsibilities
Records Management & Library Services
File pleadings and discovery materials into the firm's records management system in compliance with established firm naming conventions and filing standards.
Requests copies of pleadings and related documents from courts as needed.
Scans, profiles, and indexes documents into the records management system to maximize ease of retrieval for attorneys and staff.
Handles requests for the creation, retrieval, and tracking the physical client and administrative files.
Updates library books and reference materials with subscription updates throughout the year and removes outdated materials for recycling or destruction in accordance with firm procedures.
Tracks the receipt of fully executed engagement letters from new clients and ensures proper record retention.
Assists with the destruction of physical and electronic records that have met firms approved retention schedule.
Assist other employees with troubleshooting issues related to the document management system and records workflows,.
Assists with the cleanup, organization, and conversion of data in legacy databases, including preparation for system or product migrations.
Provides backup support to the conflicts and new matter coordinator as needed.
Assists the Records Management and Library Services Director with additional records, library, and information governance projects as assigned.
Firm Operations Support
In addition to records responsibilities, the Records and Operations Coordinator provides operational support to help ensure smooth daily functioning of the firm, including:
Supports firm wide operational processes and administrative workflows, including coordination with attorneys, administrative staff, and management.
Assists with facilities related coordination, such as office organization, supply inventory, and liaison with vendors or building management as directed.
Helps maintain operational documentation procedures and internal resources.
Supports onboarding and off boarding activities by coordinating records, access needs, and operational checklists, as directed.
Assist with special projects related to firm operations, process improvement, or administrative initiatives
Serves as a flexible support resource, stepping in where needed to ensure continuity of operations and responsiveness to internal requests.
Upholds firm policies, confidentiality standards, and professional service expectations in all operational activities.
Qualifications and Skills
Associate degree or equivalent work experience strongly; experience in a law firm or professional services environment strongly preferred.
Prior experience with records management systems, document management systems, or legal filing systems strongly preferred.
Strong organizational skills with exceptional attention to detail.
Ability to manage multiple priorities, meet deadlines, and work independently.
Strong customer service mindset with the ability to work collaboratively across departments.
Proficiency in technology and systems commonly used in a law office setting.
Ability to handle confidential and sensitive information with discretion and professionalism.
Ability to lift, move, and organize files and materials as required.
Work Environment
This hybrid includes both computer based work and hands on handling of physical files, records, and library materials. The Operations role requires frequent movement while setting up conference rooms, meetings, and stocking of office supplies. Regular in office presence is required to perform essential records and operational functions.
Equal Employment Opportunity
Equal Employment Opportunity (EEO):
We are an equal opportunity employer and consider applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected status.
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