Records Specialist

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 is responsible for supporting records and information management operations within Opensity Solutions client environments. This role provides records creation, circulation, storage, tracking, transfer, retention, and digitization services while ensuring compliance with organizational policies and records management procedures. The Records Specialist plays a critical role in maintaining accurate records systems, supporting file lifecycle management, and ensuring the secure handling and accessibility of physical and electronic records. The position reports to the Records Leadership Team or Client Relations Manager and is classified as non-exempt.

ROLES & RESPONSIBILITIES:


Records Management & File Operations:

• Register, create, organize, and maintain physical and electronic files within Records Management Systems (RMS).
• Track the circulation and movement of records to and from authorized client personnel while maintaining accurate records activity logs.
• Prepare inactive records for offsite storage, archiving, digitization, or secure disposition in accordance with established retention schedules and client requirements.
• Perform file culling, categorization, indexing, and records cleanup activities to support records management initiatives and operational efficiency.
• Assist with file transfers, matter mobility projects, retention initiatives, and records disposition activities as directed.
• Maintain accurate labeling, indexing, and metadata standards to ensure efficient retrieval and accessibility of records.

Storage, Retrieval & Inventory Management:

• Manage the storage, retrieval, and organization of records stored onsite and with offsite storage vendors.
• Conduct routine inventories and audits of records stored at client facilities and offsite storage locations to ensure accuracy and accountability.
• Assist authorized personnel with locating, retrieving, and returning records in a timely and professional manner.
• Monitor records access and circulation to ensure compliance with confidentiality, security, and records handling procedures.
• Coordinate records shipments, transfers, and deliveries while maintaining accurate chain-of-custody documentation.

Compliance & Quality Assurance:

• Ensure records management activities comply with client requirements, organizational policies, retention schedules, and information governance standards.
• Maintain accurate tracking, monitoring, and documentation of records activity, service requests, operational logs, overtime, and billing-related entries.
• Support records audits and quality control initiatives to ensure data integrity, accuracy, and operational compliance.
• Handle confidential and sensitive client information with professionalism, discretion, and strict adherence to privacy standards.
• Identify opportunities for process improvements and operational efficiencies within records management workflows.

Reporting & Administrative Support:

• Prepare operational reports related to records activity, inventory management, file tracking, and departmental performance metrics.
• Maintain accurate records documentation and reporting systems to support operational transparency and compliance.
• Assist with administrative and operational tasks related to records management projects and departmental initiatives.
• Collaborate with clients, operational teams, and leadership to support records-related requests and service needs.

Training & Operational Support:

• Participate in ongoing training and development programs related to records management systems, operational procedures, and compliance standards.
• Support team collaboration and maintain a professional, customer-focused approach in all client and workplace interactions.
• Promote operational excellence, organization, and adherence to Opensity Solutions service standards and workplace policies.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong understanding of records management principles, document control, and file lifecycle management.
• Excellent attention to detail with strong organizational and accuracy skills.
• Ability to manage multiple priorities and maintain productivity in fast-paced operational environments.
• Strong verbal and written communication skills with a customer service-oriented mindset.
• Ability to maintain confidentiality and securely handle sensitive client information.
• Strong problem-solving and analytical abilities with attention to operational accuracy.
• Experience working with records management systems and document management platforms.
• Ability to work independently and collaboratively within a team environment.
• Proficiency in Microsoft Office Suite and operational technology systems.

QUALIFICATIONS:


Education: High school diploma or GED required;


Experience: Minimum of 1 year of experience in records management, file services, imaging/scanning, document control, or related operational support roles preferred.


Technical Skills: Familiarity with records management systems such as FileTrail, iManage Records Manager, Autonomy Records Manager (FileSurf), LegalKey, NetDocuments, OpenText DM, or similar platforms preferred. Proficiency in Microsoft Office Suite required.


Physical Requirements:

• Ability to lift or move materials weighing up to 40 pounds.
• Ability to walk, bend, kneel, stand, or sit for extended periods of time.
• Ability to move packages and records using standard wheeled carts with load capacities up to 75 pounds.

The Compensation range for this role is up to $24.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.


Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.


We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.


Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.