LEAD 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.

Job Description:

The Lead Records Associate is responsible for overseeing the organization, classification, storage, and retrieval of physical and digital records to ensure accuracy, accessibility, and compliance with organizational and regulatory standards. This role supervises a small team of records clerks, supports records governance initiatives, and ensures data integrity across all records systems. The position reports to the Client Relations Manager or Client Relations Director and is classified as Non-Exempt.

ROLES & RESPONSIBILITIES:

• Lead, train, and supervise a team of records clerks to ensure efficient and accurate records processing
• Develop, implement, and maintain records management policies, procedures, and standards
• Oversee classification, indexing, and labeling of records to ensure accurate organization and retrieval
• Manage physical and digital records storage systems, ensuring security, accessibility, and proper maintenance
• Monitor records lifecycle processes, including retention, archiving, and disposal in compliance with regulations
• Conduct regular audits of records systems to ensure accuracy, completeness, and compliance
• Implement corrective actions and process improvements based on audit findings and operational needs
• Ensure compliance with data protection, privacy laws, and regulatory retention requirements
• Support retrieval requests and assist staff in locating records in a timely and efficient manner
• Collaborate with legal, compliance, and internal teams on records-related issues and requirements
• Provide training and ongoing support to enhance team knowledge of records management practices
• Promote a culture of accuracy, confidentiality, and continuous improvement within the records function

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong understanding of records management principles, systems, and lifecycle processes
• Knowledge of data privacy, retention policies, and compliance regulations
• Strong leadership and team supervision skills
• High attention to detail and strong organizational abilities
• Ability to manage both physical and digital filing systems
• Strong problem-solving and analytical skills for auditing and quality control
• Proficiency in Microsoft Office applications
• Ability to work with records management or document tracking systems
• Strong communication skills, both written and verbal
• Ability to manage competing priorities in a fast-paced environment
• Strong ethical standards and ability to handle confidential information
• Adaptability and commitment to process improvement

QUALIFICATIONS:

Education: High school diploma or equivalent required; college degree preferred (or equivalent experience).

Experience: 2–3 years of experience in records management, document control, administrative support, or information governance, including prior experience in a lead or supervisory role preferred.

Technical Skills:

• Microsoft Office Suite (Word, Excel, Outlook)
• Records management systems (physical and digital)
• Document tracking or imaging systems (preferred)
• Basic data entry and reporting tools

The Compensation range for this role is 28.50 to 31.50 USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

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)

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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.