Records​/Office Services Associate

Reporting to

National Facilities Administrator & Office Administrator

We are seeking a Records/Office Services Associate to support the organization and management of both physical and electronic records. This role includes responsibilities such as file creation, data entry, file transfers, and records storage, while ensuring strict confidentiality and collaborating effectively with members across the firm. In addition, the position provides general office support, including handling mail services, coordinating meeting setup, and other administrative tasks.

• Create all physical files, ensure all client, and matter information is entered into database and DMS
• Organize and process files for file transfer or file intake in accordance with firm processes and procedures
• Perform closing files procedures regarding off-site storage, retention, or disposal
• Monitor shelf space needs; pull and box inactive files for off-site storage and perform related functions such as data entry
• Assist in locating misplaced documents and files
• Interface with attorneys and support staff to provide information regarding records procedures
• Work cooperatively with various levels of legal assistants, paralegals, attorneys, partners, and administration
• Research and problem solve issues pertaining to locating requested records
• Handle sensitive and/or confidential documents and information
• Monitor and stock office pantries and supply rooms
• Troubleshoot technical issues with printers and coordinate vendor repairs
• Handle incoming and outgoing mail, operate postage meters, and assist with courier services
• Greet visitors, answer, and direct phone calls, and manage schedules for conference and meeting rooms.
• Assist with copying, scanning, filing, and basic data entry
• Help set up for meetings, company events, and assist with light inter-office moves or workstation setups for new hires

• 3 – 5 years in a records, clerical, or office services role
• Have the ability to routinely work with, lift, and move standard file boxes weighing up to 45 pounds
• Ability to lift and move light boxes or equipment when restocking or rearranging space

Professional business references and a background check will be required for all final applicants selected for a position. In accepting a position, it is understood that continued employment is contingent upon a satisfactory background check. A satisfactory background check is the absence of a criminal record which bears a demonstrable relationship to the applicant/employee’s suitability to perform the required duties and responsibilities of the position.

Loeb & Loeb is an Equal Opportunity Employer.