Office Services, Records and Mail

Field Representative I – RIM Records

Location: Stamford, CT (High-profile, large insurance company)

Position Summary

The Field Representative I will provide support for Records Management, Mailroom Services, Reception, and general office operations. This role requires strong communication skills (written and verbal), proficiency in Microsoft Office 365 (Excel, Word, Outlook), and the ability to multitask in a fast-paced environment. The candidate will serve as a key point of contact for daily customer interactions and must demonstrate flexibility, attention to detail, and excellent organizational skills.

Position

Profile

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and in accordance with the firm’s records management procedures, the Field Representative I will oversee and coordinate daily tasks, workflows, and special projects within the Records Management Department. Responsibilities include file creation, tracking, labeling, delivery, closure, and storage of active and inactive client or firm files. Most interactions will be internal.

Job Duties and Responsibilities Core Tasks:

• Perform records center operations in accordance with established RIM procedures.
• Respond to requests by locating, retrieving, and delivering records or information promptly.
• Receive and review files for entry into the Records Management System (RMS); ensure accuracy and proper classification.
• Prepare new physical and electronic files within the classification plan.
• Maintain timely and accurate filing, indexing, and interfiling.
• Generate labels and barcodes for file tracking.
• Support legal hold processes and retention schedule implementation.
• Perform database queries and generate activity reports.
• Arrange file delivery and manage check-out systems.
• Scan records and save images per ESI policies.
• Serve as key contact with offsite storage vendors.
• Maintain confidentiality and organized file rooms.
• Monitor Records Management email and voicemail boxes.
• Provide exemplary customer service and handle special projects (e.g., destruction implementation).

Knowledge, Skills, and Abilities Language

Skills:

• Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.
• Ability to effectively communicate information and respond to questions from managers, clients, customers, and the general public.

Mathematical

Skills:

• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability and Problem-Solving

Skills:

• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Exhibits judgment by making reasonable and defensible decisions and taking action to solve problems.

Hardware and Software Abilities:

• Proficiency in Microsoft Office (Word, PowerPoint, Access, Excel), Microsoft Project, and email software.
• Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.

Other Abilities:

• Ability to work in a team environment and maintain positive, productive relationships with clients and co-workers.

Working Conditions, Mental and Physical Demands

• Primarily office environment with adequate lighting, ventilation, and normal temperature range and noise level.
• Occasional work in a warehouse environment may be required.
• Ability to interpret, comprehend, and apply complex material and data.
• Ability to lift records boxes (typically 35–50 lbs) and move carts/trolleys for relocating records cartons.
• Regular walking, standing, bending, reaching, and carrying objects under 40 lbs.
• Moderate dexterity for tasks such as keyboarding and handling small tools.
• Works closely with internal teams and external vendors to evaluate and recommend information management solutions.

Qualifications

• High school diploma or equivalent required; BA or AA preferred.
• One or more years of college coursework in administrative management or computer technology.
• Experience operating office equipment (e.g., reprographics, calculators).
• Law firm experience preferred.
• Strong attention to detail and organizational skills.
• Records management or filing experience a plus.
• Professional appearance and adherence to dress code.

Disclaimer

Disclaimer:
The above statements describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job.

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