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Field Representative I – RIM Records

**Location:** Stamford, CT (High-profile, large insurance company)

Position Summary

The Field Representative I will provide support for Records Management, Mailroom Services, Reception, and general office operations. This role requires strong communication skills (written and verbal), proficiency in Microsoft Office 365 (Excel, Word, Outlook), and the ability to multitask in a fast-paced environment. The candidate will serve as a key point of contact for daily customer interactions and must demonstrate flexibility, attention to detail, and excellent organizational skills.

Position Profile

Under the supervision of the Ricoh Records Manager, Records Supervisor, or Site Manager, and in accordance with the firm’s records management procedures, the Field Representative I will oversee and coordinate daily tasks, workflows, and special projects within the Records Management Department. Responsibilities include file creation, tracking, labeling, delivery, closure, and storage of active and inactive client or firm files. Most interactions will be internal.

Job Duties and Responsibilities

Core Tasks:

+ Perform records center operations in accordance with established RIM procedures.

+ Respond to requests by locating, retrieving, and delivering records or information promptly.

+ Receive and review files for entry into the Records Management System (RMS); ensure accuracy and proper classification.

+ Prepare new physical and electronic files within the classification plan.

+ Maintain timely and accurate filing, indexing, and interfiling.

+ Generate labels and barcodes for file tracking.

+ Support legal hold processes and retention schedule implementation.

+ Perform database queries and generate activity reports.

+ Arrange file delivery and manage check-out systems.

+ Scan records and save images per ESI policies.

+ Serve as key contact with offsite storage vendors.

+ Maintain confidentiality and organized file rooms.

+ Monitor Records Management email and voicemail boxes.

+ Provide exemplary customer service and handle special projects (e.g., destruction implementation).

Knowledge, Skills, and Abilities

Language Skills:

+ Ability to read, assess, and interpret general business documents, procedure manuals, and technical procedures.

+ Ability to effectively communicate information and respond to questions from managers, clients, customers, and the general public.

Mathematical Skills:

+ Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Reasoning Ability and Problem-Solving Skills:

+ Ability to define problems, collect data, establish facts, and draw valid conclusions.

+ Exhibits judgment by making reasonable and defensible decisions and taking action to solve problems.

Hardware and Software Abilities:

+ Proficiency in Microsoft Office (Word, PowerPoint, Access, Excel), Microsoft Project, and email software.

+ Experience with automated records management systems, litigation imaging, coding, and electronic data discovery applications.

Other Abilities:

+ Ability to work in a team environment and maintain positive, productive relationships with clients and co-workers.

Working Conditions, Mental and Physical Demands

+ Primarily office environment with adequate lighting, ventilation, and normal temperature range and noise level.

+ Occasional work in a warehouse environment may be required.

+ Ability to interpret, comprehend, and apply complex material and data.

+ Ability to lift records boxes (typically 35–50 lbs) and move carts/trolleys for relocating records cartons.

+ Regular walking, standing, bending, reaching, and carrying objects under 40 lbs.

+ Moderate dexterity for tasks such as keyboarding and handling small tools.

+ Works closely with internal teams and external vendors to evaluate and recommend information management solutions.

Qualifications

+ High school diploma or equivalent required; BA or AA preferred.

+ One or more years of college coursework in administrative management or computer technology.

+ Experience operating office equipment (e.g., reprographics, calculators).

+ Law firm experience preferred.

+ Strong attention to detail and organizational skills.

+ Records management or filing experience a plus.

+ Professional appearance and adherence to dress code.

Disclaimer:

The above statements describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job.

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

+ Choose from a broad selection of medical, dental, life, and disability insurance options.

+ Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.

+ Augment your education with team member tuition assistance programs.

+ Enjoy paid vacation time and paid holidays annually

+ Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.