Field Representative I, RIM Records

Field Representative I, RIM Records

Ricoh is seeking a motivated and detail-oriented Field Representative I to join our Records Management team. This is an onsite, permanent position based in the USA.

About the Role

Under the supervision of a Records Manager, Supervisor, or Site Manager, you will oversee and coordinate daily tasks, workflow, and special projects within the Records Management Department. This includes managing the entire lifecycle of client and firm files, from creation and tracking to storage and retrieval. You will play a key role in maintaining the integrity and accessibility of important records.

Key Responsibilities

• Perform records center operations in accordance with established RIM procedures.
• Respond to requests by searching, locating, retrieving, and delivering records or information in a timely manner.
• Receive files for entry into the Records Management System (RMS), review for accuracy, and enter data.
• Sort, classify, and code materials for filing, indexing, and shelving.
• Prepare new physical and electronic files according to the file classification plan.
• Maintain accurate and timely filing, interfiling, and indexing.
• Generate labels and bar codes for file tracking.
• Perform interfiling of loose items accurately and promptly.
• Support the organization's legal hold process and the implementation of approved retention schedules.
• Perform database queries and generate activity reports as needed.
• Receive and process records transferred to inactive storage.
• Scan records as directed, ensuring proper image saving according to ESI policies.
• Serve as a key contact with offsite storage vendors.
• Maintain an accurate check-out system for files.
• Ensure the confidentiality and privacy of all firm and client files.
• Maintain organized file rooms.
• Perform backup and disaster recovery processes as directed.
• Monitor Records Management email and voicemail, responding to requests and inquiries.
• Provide exemplary customer service.
• Handle special projects, such as destruction implementation, as directed.
• Provide input to management regarding current and projected workloads.

Requirements

• One or more years of college with specialized coursework in administrative management and computer technology, or a minimum high school diploma/equivalent. A Bachelor's or Associate's degree is preferred.
• Experience in operating office equipment such as reprographics equipment, calculators, and reader/printers.
• Experience working in a legal environment, interacting with legal secretaries, paralegals, and attorneys.
• Strong customer service and communication skills.
• Good typing skills and basic computer proficiency with a diligent attention to detail.
• Previous filing experience with cataloging systems is helpful.
• Ability to learn and become competent with firm's record systems (e.g., Legal Key, Elite, File Surf, Interwoven, Outlook).
• Ability to manage physical boxes and handle records.
• Familiarity with RIM, EDRM, and ESI industry best practices.
• Knowledge of organizational/RIM security requirements, policies, and procedures.
• Proficiency with personal computers and MS Office tools.
• Experience working with databases and generating reports.
• Ability to take direction, collect metrics, and communicate project status.
• Ability to build effective relationships with vendors and firm employees.
• Ability to exercise good judgment and make sound decisions.
• Ability to identify conflicting task instructions and notify management.
• Ability to verify authorization appropriateness.
• Professional appearance and adherence to dress code.
• Experience in an active records environment is preferred.

What We Offer

• A comprehensive benefits package including:
  • Medical, dental, life, and disability insurance options.
  • Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
  • Team member tuition assistance programs.
  • Paid vacation time and paid holidays.
  • Additional benefits for health, wellness, and personal/professional development.
• The opportunity to work in a team-driven environment focused on delivering exceptional services, solutions, and technologies.
• A role in empowering digital workplaces and helping businesses unlock their potential.