Records Associate

Records Associate

Salary: £26,000 per annum, plus company benefits

Location: London, EC2Y 9SS

Contract: Full Time, 12 month Fixed Term contract

Shifts: 37.5 hours per week, Monday – Friday, 9am until 5:30pm with 1 hours unpaid lunch break

Work model: Fully onsite

Williams Lea seeks a Records Associate to join our team!

Williams Lea is the leading global provider of skilled, technology-enabled, business-critical support services, with long-term trusted relationships with blue-chip clients across investment banks, law firms and professional services firms. Williams Lea employees, nearly 7000 people worldwide, who provide efficient business services at client sites in often complex and highly regulated environments, from centralised Williams Lea onshore facilities, and through best cost company offshore locations.

Purpose of role 

The Records Associate position will be responsible for delivering exceptional customer service to our clients within a corporate 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.

Key responsibilities 

• 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
• Labeling, 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
• Routing and tracking of locked shred bins managed by Records for the firm’s NY office
• 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

Personal attributes

• Prior legal records experience required
• 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
• Intermediate Windows 10 based computer skills required
• Good working skills in Microsoft Word, Excel and Outlook required
• Record Management Software (LegalKEY, MDY FileSurf, IRM, etc.)
• Document scanning and Adobe PDF toolset experience preferred
• Ability to handle sensitive and/or confidential materials required
• Capacity and willingness to climb short ladders/step stools
• 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 inquiries and providing effective response

Rewards and Benefits

We believe in supporting our employees in both their professional and personal lives. As part of our commitment to your well-being, we offer a comprehensive benefits package, including but not limited to:

• 25 days holiday, plus bank holidays(pro-rata for part time roles)
• Salary sacrifice schemes, retail vouchers – including our TechScheme which can be used on a range of gadgets such as Smart TV’s, laptops and computers or household appliances.
• Life Assurance
• Private Medical Insurance
• Dental Insurance
• Health Assessments
• Cycle-to-work scheme
• Discounted gym memberships
• Referral Scheme

You will also have the opportunity to work for a global employer who is dedicated to offering each and every employee an enjoyable, challenging and rewarding career with future career development prospects!

Equality and Diversity

The Company values the differences that a diverse workforce brings to the organisation and will not discriminate because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race (which includes colour, nationality and ethnic or national origins), religion or belief, sex or sexual orientation (each of these being a “protected characteristic” in discrimination law). It will not discriminate because of any other irrelevant factor and will build a culture that values openness, fairness and transparency.

If you have a disability and would prefer to apply in a different format or would like to make a reasonable adjustment to enable you to make an interview please contact us at [email protected](we do not accept applications to this email address).