Senior 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.

Job Description

The role of Senior Records Specialist at K2 Services is responsible for managing, maintaining, and overseeing organizational records and information systems to ensure accuracy, security, accessibility, and compliance with legal, regulatory, and organizational requirements. This role supports records management operations through process oversight, quality control, training, and continuous improvement initiatives. The Senior Records Specialist serves as a key resource for records-related inquiries, supports information governance standards, and collaborates with internal stakeholders to maintain efficient and compliant records management practices.

ROLES & RESPONSIBILITIES

Records Management & Administration Transfer of client files, documents & electronic data to attorneys and clients via firm’s secured file transfer system Manage and maintain physical and electronic records in accordance with company policies, retention schedules, and regulatory requirements. Ensure accurate classification, indexing, storage, retrieval, and disposition of organizational records. Monitor records management activities to ensure data integrity, confidentiality, and compliance standards are consistently maintained. Support records lifecycle management processes, including archiving, retention, destruction, and legal holds. Compliance & Quality Assurance Adhere to the firm’s risk management protocols by maintaining confidentiality and data integrity Ensure compliance with legal, regulatory, and organizational records management requirements and policies. Conduct periodic audits and quality checks of records systems and processes to identify discrepancies or compliance risks. Assist with implementing corrective actions and process improvements to enhance records accuracy and operational efficiency. Maintain documentation and reporting related to records management activities and compliance initiatives. Process Improvement & Operational Support Analyze records management workflows and recommend process enhancements to improve efficiency, organization, and accessibility. Assist in the implementation and optimization of records management systems, technologies, and procedures. Collaborate with cross-functional teams to support information governance initiatives and operational improvements. Support special projects related to records digitization, migration, and system updates. Training & Stakeholder Support Provide training and guidance to staff regarding records management procedures, systems, and best practices. Serve as a subject matter resource for records-related questions, policies, and compliance requirements. Assist in developing records management documentation, job aids, and process guidelines. Maintain professional communication with internal stakeholders to ensure efficient handling of records requests and issues.

KNOWLEDGE, SKILLS & ATTRIBUTES

Strong knowledge of records management principles, retention policies, and information governance practices. Excellent organizational and analytical skills with strong attention to detail and accuracy. Ability to manage confidential and sensitive information with professionalism and discretion. Strong problem-solving and process improvement capabilities. Excellent verbal and written communication skills with the ability to support and train users effectively. Proficiency in Microsoft Office Suite and records management systems or document management platforms. Ability to manage multiple priorities and meet deadlines in a fast-paced environment. Strong customer service orientation and collaboration skills. Ability to lift or move 40 lbs. or greater Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs. Ability to walk, bend, kneel, stand or sit for an extended period of time.

QUALIFICATIONS

Experience 3–5+ years of experience in records management, document control, information governance, or related administrative functions. Experience working with electronic records management systems and compliance-driven environments preferred. Prior experience supporting records audits, retention schedules, or process improvement initiatives is highly desirable. Education / Certifications High School Diploma or equivalent; Relevant certifications in records management or information governance are a plus.

The Compensation range for this role is 27.00 to 30.00 USD per hour. 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.

Respect

We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

Accountability

We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

Collaboration

We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.