Records Specialist

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 Records Associate plays an important role in supporting the organization’s records management operations by maintaining accurate, organized, and accessible physical and electronic records. This position supports the day-to-day management of records by processing, organizing, storing, retrieving, and tracking documents in accordance with established procedures and client requirements.

The Records Associate will work closely with internal teams to fulfill records requests, maintain accurate information within records management systems, and ensure records are properly classified and stored. This role requires strong attention to detail, organization, confidentiality, and the ability to manage multiple requests while meeting established deadlines.

Essential Responsibilities

• Process, organize, classify, and maintain physical and electronic records in accordance with established procedures.

• Enter and update record information accurately within records management systems and databases.

• Retrieve and fulfill physical and electronic records requests in a timely and accurate manner.

• Prepare, file, label, scan, and organize documents and records as required.

• Maintain accurate tracking information for records, files, and document requests.

• Conduct routine audits and quality checks to ensure records are accurate, complete, and properly organized.

• Identify discrepancies or missing information and escalate issues as appropriate.

• Assist with records retention, storage, retrieval, and disposition activities in accordance with established policies.

• Support the conversion, scanning, indexing, and organization of physical records into electronic formats as needed.

• Maintain confidentiality and exercise discretion when handling sensitive, confidential, or proprietary information.

• Follow established records management procedures, data protection requirements, and client policies.

• Respond to records requests and communicate with internal teams to ensure requests are completed within required timelines.

• Maintain an organized and efficient records storage environment.

• Assist with special projects, audits, inventory activities, and other records management assignments as needed.

• Work collaboratively with team members and provide support as priorities and business needs change.

• Follow all client, company, building, confidentiality, safety, and operational policies and procedures.

Qualifications & Requirements

• High school diploma or equivalent required.

• 1–2 years of experience in records management, document management, file management, office services, administrative support, or a related environment preferred.

• Experience working with physical and electronic records preferred.

• Experience with data entry, document indexing, filing, scanning, and records tracking.

• Familiarity with records management systems, databases, or document management platforms preferred.

• Strong attention to detail and ability to maintain accuracy when processing large volumes of information.

• Ability to prioritize multiple requests and meet established deadlines.

• Strong organizational and time management skills.

• Ability to work independently with minimal supervision while also functioning effectively as part of a team.

• Strong customer service and communication skills.

• Ability to handle confidential and sensitive information with professionalism and discretion.

• Proficiency with Microsoft Office applications.

• Ability to adapt to changing priorities and support a variety of records management and office services functions.

• Ability to stand, walk, bend, lift, and move files, boxes, and records as required.

Compensation

The Compensation range for this role is up to 23.00 USD per hour. 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.