Records/Information Governance Specialist

Greenberg Traurig (GT), a global law firm with locations across the world in 15 countries, has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package, along with the opportunity to work within an innovative and collaborative environment.

Join our Information Governance team as a Records Specialist (Information Governance Operations Technician) located in our San Francisco or Silicon Valley office.

We are seeking a professional who thrives in a fast-paced, deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities, ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude, you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrates initiative, adaptability, and innovation, we invite you to join our team.

This role can be based in our San Francisco or Silicon Valley office on an in-office basis. This role reports to the Information Governance Operations Manager.

Position Summary

The Records Specialist (Information Governance Operations Technician) is responsible for performing general information management tasks including maintaining client information in both physical and electronic formats. The individual must have the ability to work in an organized, efficient manner with strong attention to detail, while working independently with minimal supervision. They should also be flexible to work overtime and travel between the Silicon Valley and San Francisco offices as needed.

Key Responsibilities

• Completes core information management services including:

  • Label review, validation, printing, and provision

  • Indexing material into RMS database

  • Location tracking, updating, and continuous review of accuracy of RMS

  • Onsite, offsite, and electronic collection audits

  • Processing collections for transfers for departing attorneys and clients

  • Coordinating pickups and deliveries from offsite storage vendors

  • Labeling and auditing of files under Ethical Wall or Legal Hold

  • Monitoring usage and compliance in electronic repositories

  • Locating and retrieving files in response to requests from authorized users

• Generates routine and ad hoc reports from the Records Management database

• Responds to end user questions, providing solutions that adhere to Information Governance policies and standards

• Assists with office moves and movement of files

• Monitors access to physical and electronic confidential information

• Identifies non-compliance with Information Governance policies or practices and escalates as appropriate

• Works with client teams and administrative personnel to build compliant workflows and practices

• Actively participates in departmental projects and initiatives

• Identifies and organizes content in electronic repositories

• Participates in video meetings on camera

• Performs other general administrative duties as assigned

Qualifications

Skills & Competencies

• High attention to detail, outstanding organizational skills, and the ability to manage time effectively

• Excellent interpersonal and communication skills (oral and written), and professional demeanor and presentation

• Strong problem-solving skills, takes initiative and uses good judgment, and has excellent follow-up skills

• Ability to work under pressure to meet strict deadlines, adapt to a fast-paced environment to achieve business goals and objectives

• Highly motivated, self-starter who can work well under minimal supervision, as well as take a proactive approach in being team-oriented

• Recognize confidential, sensitive, and proprietary information and maintain confidentiality

• Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team

• Commitment to continuous education and development within the discipline

Education & Prior Experience

• High school diploma required; college degree is preferred

• 1 to 3 years of information management experience, preferably in a law firm or other professional services firm

Technology

• Proficiency with Windows-based software and Microsoft Word, Powerpoint, Excel and Outlook required

• Experience with Records Management Systems such as FileTrail or LegalKEY is preferred

• Excellent computer skills and the ability to learn new software applications quickly

• Demonstrates a basic understanding of artificial intelligence (AI), including core capabilities, limitations, and importance of data privacy, accuracy, verification, and ethical considerations within a professional services environment

• Familiarity with or willingness to learn AI platforms (e.g., Microsoft Copilot, ChatGPT, or similar tools) and incorporate them responsibly into day-to-day workflows to enhance daily work tasks as appropriate and/or directed

• Proactive approach to learning and adapting to emerging AI and related technologies and contributes to a culture of innovation