Records Specialist Lead

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 Records Specialist Lead is responsible for overseeing the daily operations, organization, and management of records and information governance activities within Opensity Solutions client environments. This leadership role supports the efficient classification, storage, retrieval, retention, and security of both physical and electronic records while ensuring operational excellence, compliance, and data integrity. The Records Specialist Lead provides guidance, training, and operational support to records team members while collaborating closely with leadership to maintain effective records management processes and service delivery standards. This role may supervise a team of up to five employees and reports to the Client Relations Manager or Client Relations Director.

ROLES & RESPONSIBILITIES:

Records Management Operations:

• Oversee the daily management, organization, storage, retrieval, and tracking of physical and electronic records.
• Ensure records are accurately classified, indexed, labeled, and maintained in accordance with organizational policies and client requirements.
• Support records retention, disposition, archiving, digitization, and matter mobility activities while ensuring compliance with established retention schedules and information governance standards.
• Monitor and maintain records management systems to ensure operational efficiency, data integrity, and accessibility of records.
• Assist with records cleanup initiatives, audits, file transfers, and records inventory activities as required.
• Collaborate with operational leadership to develop and implement records management procedures and process improvements.

Leadership & Team Support:

• Lead, train, mentor, and support records team members to ensure efficient and accurate records management operations.
• Provide day-to-day guidance, coaching, and operational support to records associates and clerks.
• Assist with onboarding and cross-training initiatives to strengthen team knowledge and operational consistency.
• Monitor team performance, workflow distribution, and operational productivity to ensure service expectations are met.
• Promote a collaborative, detail-oriented, and customer-focused work environment aligned with Opensity Solutions service standards.
• Support leadership with scheduling, task prioritization, and operational coordination activities as needed.

Compliance & Quality Assurance:

• Ensure compliance with records retention policies, confidentiality requirements, information governance standards, and applicable regulations.
• Maintain data integrity and accuracy within records management systems and operational workflows.
• Conduct routine quality control reviews and records audits to identify discrepancies, process gaps, and improvement opportunities.
• Implement corrective actions and process improvements to support operational consistency and compliance.
• Ensure the secure handling, storage, and transfer of confidential and sensitive client information.
• Promote best practices related to records management, data security, and operational compliance.

Client Service & Operational Support:

• Provide responsive and professional support to clients, internal departments, and authorized personnel regarding records requests and operational needs.
• Assist with retrieving, tracking, and delivering records efficiently and accurately.
• Support operational reporting by maintaining records activity logs, inventory reports, and service documentation.
• Collaborate with leadership and stakeholders on records-related projects, workflow improvements, and operational initiatives.
• Promote exceptional customer service and professionalism in all client and workplace interactions.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong knowledge of records management principles, document control, and information governance practices.
• Leadership skills with the ability to train, mentor, and support team members effectively.
• Excellent organizational skills with strong attention to detail and data accuracy.
• Strong understanding of records retention, classification, storage, retrieval, and compliance procedures.
• Ability to manage multiple priorities and workflows in fast-paced operational environments.
• Strong problem-solving, analytical, and decision-making abilities.
• Excellent verbal and written communication and customer service skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Proficiency in Microsoft Office Suite and records management systems.
• Ability to work independently and collaboratively within operational and client service environments.
• Adaptability, professionalism, and commitment to operational excellence and continuous improvement.

QUALIFICATIONS:

Education: High school diploma or equivalent required; associate or bachelor’s degree preferred.

Experience: Minimum of 2–4 years of experience in records management, document control, file services, or related operational support roles, including prior leadership or team lead experience preferred.

Technical Skills: Experience with records management systems, electronic filing platforms, document management software, and Microsoft Office Suite preferred.

The Compensation range for this role is up to 24.50 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)

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.