Records Coordinator

Dentons US LLP is currently recruiting for a Facilities Administrator and Records Clerk in our Honolulu office. This position will provide administrative and records support to the office in a highly collaborative, fast-paced working environment. The successful candidate will have strong organizational, interpersonal, communication skills, and be a quick learner. Candidates must be able to juggle multiple responsibilities while working independently and demonstrate a high degree of trustworthiness and discretion. This position is responsible for routine data entry to records management database; updating and maintenance of on-site files; labeling and assembly of new folders; retrieval, charge-out and delivery of active files.  Also responsible for quality checking and re-filing of returned files.  The Facilities Admin and Records Clerk conducts periodic audits and inventories of files in work rooms, offices, workstations, and off-site file storage. This is an on-site position. 

Responsibilities

Facilities Administration

• Maintenance in office, including placing request calls and following up on same
• Deliveries to courts, agencies, in town offices, outside designated area, preparation for CitiExpress
• Receiving and preparing to send out hand deliveries
• Mail retrieval, sorting, scanning and distribution
• Mail posting (outgoing), regular, certified, international, and FedEx
• Organizing, filing, sorting and indexing pleadings and correspondence files
• Preparing labels and envelopes for single and mass mailings
• Putting exhibit tabs together
• Assist with special projects as necessary or requested
• Provides back-up coverage for Reception, Messengers, and Facilities Administrative Clerks, and Coordinators
• Assist mainland offices when they have been closed due to weather or other issues
• Maintain safety, security, and cleanliness

• Scan, Upload/Download incoming client and produced documents, court documents and transcripts of CDs and Thumb Drives to specified drives and make buckets for incoming transcripts to reshelve with current client files
• Print/Sort/Collate color/black and white; single documents; batch printing
• Compile and put together trial and hearing binders
• Pull together tabs and creating specialized tabs
• Collate/Assembly of large documents, filed court documents and exhibits
• Assist with trial materials including transport of materials back and forth to court during trial
• OCR documents and convert PDFs to Word

• Assist Accounting in the retrieval, shredding, printing, and mailing of invoices, as directed
• Collate/print - scan proformas and send to attorneys for review
• Other duties as may be assigned to fully meet the requirements of the position

Records Management

• Perform routine data entry required to update the records management system
• Maintain files in Records Services, including new file creation and document interfiling and making sure file shelves are organized and approachable
• Retrieves, charges out and delivers active and inactive files to authorized users
• Handles the closing of files from active to non-active and sending to off-site storage
• Conducts periodic inventories of all records held in prime office space
• Coordinates with off-site storage for closed file pick-up
• Ensure media (CDs, DVDs, USBs) get disposed of properly
• Work closely with mainland records’ leads to learn/train on current procedures
• Other duties as specified

Experience & Qualifications

• Minimum of 1-3 years of recent experience in a mid-to large-size law firm
• High School Diploma, College Degree a plus
• Excellent attention to detail
• Exceptional organizational skills, ability to work independently and as a team, and multi-tasking
• Ability to work in a high-volume environment
• Proficient in Microsoft Office
• Ability to prioritize and handle ever-changing priorities
• Ability to work with minimal supervision, to be a team player and committed to providing high level client services
• Flexibility for overtime

Salary Range

Honolulu Only DOE: $45,000 - $55,000

Dentons US LLP offers a competitive salary and benefits package including medical, dental, vision, 401k, profit sharing, short-term/long-term disability, life insurance, tuition reimbursement, paid time off, paid holidays and discretionary bonuses.

Dentons US LLP is an Equal Opportunity Employer - Disability/Vet. Pursuant to local ordinances, we will consider for employment qualified applicants with arrest and conviction records.

If you need any assistance seeking a job opportunity at Dentons US, LLP, or if you need reasonable accommodation with the application process, please call our Talent Acquisition Specialist at +1 314 259 5898 or contact us at dentonsusstaffrecruitment@dentons.com.

About Dentons

Across over 80 countries, Dentons helps you grow, protect, operate and finance your organization by providing uniquely global and deeply local legal solutions. Polycentric, purpose-driven and committed to engagement, culture and sustainability, we focus on what matters most to you. www.dentons.com