Records Specialist Lead

About Us

Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.

Our Mission:
Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

The Records Specialist Lead is responsible for overseeing the daily operations, organization, and management of records and information governance activities within Opensity Solutions client environments. This leadership role supports the efficient classification, storage, retrieval, retention, and security of both physical and electronic records while ensuring operational excellence, compliance, and data integrity. The Records Specialist Lead provides guidance, training, and operational support to records team members while collaborating closely with leadership to maintain effective records management processes and service delivery standards.

This role may supervise a team of up to five employees and reports to the Client Relations Manager or Client Relations Director.

• Records Management Operations:
  Oversee the daily management, organization, storage, retrieval, and tracking of physical and electronic records. Ensure records are accurately classified, indexed, labeled, and maintained in accordance with organizational policies and client requirements. Support records retention, disposition, archiving, digitization, and matter mobility activities while ensuring compliance with established retention schedules and information governance standards. Monitor and maintain records management systems to ensure operational efficiency, data integrity, and accessibility of records.
  
  Assist with records cleanup initiatives, audits, file transfers, and records inventory activities as required. Collaborate with operational leadership to develop and implement records management procedures and process improvements.
• Leadership & Team Support:
  Lead, train, mentor, and support records team members. Provide day-to-day guidance, coaching, and operational support to records associates and clerks. Assist with onboarding and cross‑training initiatives to strengthen team knowledge and operational consistency. Monitor team performance, workflow distribution, and operational productivity to ensure service expectations are met. Promote a collaborative, detail‑oriented, and customer‑focused work environment aligned with Opensity Solutions service standards.
  
  Support leadership with scheduling, task prioritization, and operational coordination activities as needed.
• Compliance & Quality Assurance:
  Ensure compliance with records retention policies, confidentiality requirements, information governance standards, and applicable regulations. Maintain data integrity and accuracy within records management systems and operational workflows. Conduct routine quality control reviews and records audits to identify discrepancies, process gaps, and improvement opportunities. Implement corrective actions and process improvements to support operational consistency and compliance. Ensure the secure handling, storage, and transfer of confidential and sensitive client information.
  
  Promote best practices related to…