• Records Coordinator

    Dentons US LLP (Honolulu, HI)


    Records Coordinator

     

    Honolulu, HI, US

     

    May 15, 2025

     

    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 [email protected]._

     

    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