Legal Projects and Records Coordinator

Job Description

SUMMARY:

The Legal Projects and Records Coordinator will act as a project facilitator for all OGC projects, information coordinator and as the records custodian: managing and maintaining all corporate records OGC is responsible for. Another key component of the job is to serve as the primary point of contact for all external records requests, including legal subpoenas, and ensuring those requests are responded to timely.


This role acts as the primary point of contact for all external records requests, legal subpoenas, and internal audit requests. Works with business unit leads in ensuring that all records are maintained, secured, purged and cared for in accordance with AF Group Record Retention Policy. Additionally, acts as the point of contact for all requests and documents sent to the Company's designated Resident Agent.


ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Identifies, tracks deadlines, and manages collection of information and data necessary to meet compliance, departmental management, and OGC's internal/external reporting responsibilities.
2. Coordinate routine operational and performance management efforts, including departmental scorecards, budget and expense reports, forecasts and updates, bi-weekly updates, OGC departmental and leadership meetings, employee onboarding, and annual disclosures.
3. Project intake, facilitation, monitoring, communication, information coordination.
4. Responsible for ensuring a response to every external record request including but not limited to subpoenas, record requests, and government or vendor audits.
5. Manages highly complex and time-sensitive corporate records requests.
6. Drives and develops policies and procedures and coordinates communication of these changes with internal and external stakeholders.
7. Routes all documents and correspondence directed to the Corporate designated Resident Agent, and ensures they are sent to the appropriate owner and addressed and responded to as required.
8. Acts as point of contact for all internal and external customers to ensure successful completion of requests for corporate records or documents which may be highly confidential and sensitive.
9. Ability to recognize process deficiencies and obtain alignment from stakeholders on how to improve processes.

EDUCATION AND EXPERIENCE:

1. Relevant combination of education and experience may be considered in lieu of degree.
2. Bachelor's degree in insurance, business administration, or related field.
3. Five years' experience in a process-oriented role requiring exceptional organization skills or similar work experience required which provides the necessary skills, knowledge and abilities.
4. Experience within the insurance industry highly preferred.
5. PMP certification preferred.

OTHER SKILLS AND ABILITIES:

1. Demonstrated ability to independently move projects forward
2. Strong experience in developing, implementing, and using technology solutions
3. Highly capable in all standard Microsoft Office applications
4. Strong experience and demonstrated skills in document management systems
5. Familiar with laws, regulations, and compliance requirements related to document management, retention and external record requests.
6. Ability to interact with others to build consensus and get decisions implemented.
7. Ability to effectively exchange information, in verbal or written form, by sharing ideas, reporting facts and other information, responding to questions and employing active listening techniques.
8. Ability to establish workflow, manages multiple projects and meet necessary deadlines.
9. Ability to maintain confidentiality.

PAY RANGE:

Actual compensation decision relies on the consideration of internal equity, candidate's skills and professional experience, geographic location, market, and other potential factors. It is not the standard practice for an offer to be at or near the top of the range, and therefore a reasonable estimate for this role is between $63,600 and $106,300.

We are an Equal Opportunity Employer. We will not tolerate discrimination or harassment in any form. Candidates for the position stated above are hired on an "at will" basis. Nothing herein is intended to create a contract.

ADDITIONAL INFORMATION

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. This job description does not constitute a contract for employment.