Records Associate

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.

The Office Services Associate plays a key role in supporting the firm's Records Management and Facilities operations. This position is approximately 80% Records Management and 20% Facilities Support, with a primary focus on managing the lifecycle of physical and electronic records while ensuring efficient office operations. Reporting to the Lead Office Services Associate or Client Relations Manager, this individual will maintain records accuracy, support file requests, and assist with day-to-day facilities needs to ensure a professional and organized office environment.

Job Responsibilities

Records Management (80%)

• Manage the complete lifecycle of physical and electronic records from creation through final disposition.
• Utilize FileTrail and NetDocuments (NetDocs) to accurately track, retrieve, index, archive, and maintain client files.
• Process loose documents, create new client files, and prepare records for off-site storage.
• Retrieve, circulate, and return physical files while maintaining accurate chain of custody.
• Coordinate file transfers, including incoming lateral files and outgoing file requests, in partnership with the Office of General Counsel.
• Process file destruction and returns in accordance with the firm's Records & Information Management (RIM) policies.
• Maintain file rooms and storage areas, including shifting files to maximize storage capacity.
• Ensure compliance with all firm records policies, confidentiality requirements, and retention schedules.
• Respond promptly to records requests while providing exceptional customer service to attorneys and staff.

Facilities Support (20%)

• Assist with general office facilities operations and daily office maintenance.
• Coordinate with building management and vendors to report and resolve maintenance issues.
• Support office moves, workstation setups, and furniture relocations.
• Maintain conference rooms, visitor offices, and common areas to ensure they remain organized and fully stocked.
• Assist with mail distribution, package handling, copying, scanning, and other operational support as needed.
• Provide reception coverage when necessary.

Reporting & Requirements

• Compile and share weekly operational updates with leadership.
• Participate in daily and weekly team meetings.
• Maintain accurate records of file activity and facilities requests.

Qualifications & Requirements

• 3–5 years of Records Management experience, preferably within a law firm or professional services environment.
• Hands-on experience using FileTrail and NetDocuments (NetDocs) is strongly preferred.
• Experience managing both physical and electronic records.
• Strong understanding of records retention, file tracking, and records lifecycle management.
• Excellent organizational skills with exceptional attention to detail.
• Ability to prioritize multiple requests in a fast-paced environment.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office applications.
• Ability to maintain confidentiality when handling sensitive client information.
• Ability to lift or move up to 40 lbs. and transport materials using carts when necessary.
• Ability to walk, bend, kneel, stand, or sit for extended periods.

Compensation

The compensation range for this role is $27.00 to $28.50 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience, and qualifications.

Benefits

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.