Records Associate

Job Description

Williams Lea is hiring for a Hospitality Records Associate for our Boca Raton office to work Monday to Friday 8:00 am to 5:00 pm!

The Records Associate is responsible for delivering exceptional customer service to our clients in Records services, including, but not limited to file and database maintenance, fulfilling client record requests and general records and office duties, as needed. The associate will also be responsible for front of house duties such as greeting of clients, staff, visitors and answering of telephone at front desk.

They will work with the manager to check conference rooms and meeting scheduler throughout their shift and make note of any changes to ensure meetings are set-up accurately. This will include the set up and clean up of conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc.

• (
  * denotes an “essential function”)
• * Perform records services work according to established policies and procedures
• * Assess job requests, identify correct process needed to create and manage records files, and ensure appropriate completion throughout task lifecycle
• * Use established standards and formats to create new records files, conduct data entry into records management database, prepare records and records boxes for off-site storage, as necessary
• * Locate and retrieve records files, liaise with storage vendors when needed
• * Adhere to record and document retention policies, including following up on the proper return, collect, and refiling of records
• * Use customer service skills to maintain and enhance customer relationships, or otherwise complete records requests to client satisfaction
• * Demonstrate intermediate use of equipment/technology/software and hardware necessary to perform job functions
• * Utilize appropriate logs and/or tracking software for all assigned work
• * Prioritize workflow requests and meet contracted deadlines for accepting, completing, and delivering all work
• * Communicate with peers, supervisor or client on job or deadline issues
• Handle sensitive and/or confidential documents and information
• May perform Quality Assurance on work of others
• May train new staff members
• Interact with clients in person, over the phone or electronically
• Check conference room and meeting scheduler throughout shift and make note of any changes to ensure meetings are set-up accurately
• * Set up conference rooms according to client’s request, including audio/visual equipment, food, beverages, utensils, ice, etc
• Clean up conference rooms after use and return property to vendors if necessary
• Prepare coffee and other beverages in assigned kitchens each morning
• Clean up coffee makers in each kitchen in the evening
• Communicate with supervisor or client on meeting request concerns or deadline issues
• Maintain inventory of catering supplies and order supplies as needed
• * Place orders for food and beverages for use during meetings Assist in training
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner
• Troubleshoot basic equipment problems
• Assist Office Services or peer teams in other service lines, as needed
• Complete other tasks and assignments as assigned by management
• Be able to lift up-to 50 lbs. on a regular basis, including but not limited to pushing carts of files and lifting boxes of files

• High school diploma or equivalent required. Higher level education preferred or equivalent work experience
• Minimum 2 years’ experience preferably in a legal, banking or large corporate environment
• Legal records services, record-keeping, records management experience
• Intermediate skill in the use of MS Office software (Word, Excel)
• Knowledge of software programs for legal records services, records management or record-keeping preferred
• Knowledge of a legal timekeeping or job tracking system is preferred
• Ability to work in a fast-paced, team environment, working both independently and collaboratively
• Ability to prioritize work, balance projects and meet deadlines in a timely manner
• Attention to detail with good organizational skills and emphasis on accuracy and quality, even…