Records Transport Specialist

Moore & Van Allen PLLC, a dynamic and fast-growing full-service law firm of more than 400 attorneys and professionals, is seeking a Records Transport Specialist to join its Charlotte, NC office. The role will be responsible for the secure and efficient movement of legal records, documents, and files within and outside the firm. This role requires careful handling of sensitive information, ensuring that all records are transported, stored, and managed in compliance with The Firm’s policies and legal regulations. The role also involves a range of support activities related to records management and client services.

Essential Duties & Responsibilities:

• Safely transport physical legal records, files, and documents between various locations, including offices, storage facilities, and external sites like courts or client offices.
• Retrieve boxes of files from the Records area for delivery to internal clients and vice versa, ensuring accurate and timely delivery.
• Coordinate box pick-up from off-site storage for delivery to specified buildings, such as Bank of America Corporate Center and Charlotte Plaza.
• Perform daily bar code scanning of files to maintain an up-to-date monthly inventory report.
• Assist in organizing and maintaining the firm’s records, ensuring files are properly stored and accessible.
• Occasionally update client/matter data in the FileSurf software program and assist with special indexing projects.
• Adhere to strict confidentiality and data protection protocols to ensure the security and privacy of sensitive legal documents.
• Ensure compliance with the firm’s policies and any relevant legal or regulatory requirements during the transport and handling of records.
• Plan and coordinate the logistics of transporting documents, including scheduling pickups and deliveries.
• Assist staff in file moves, space reclamation, and lateral moves and deliveries, contributing to the efficient use of office space.
• Prepare and complete necessary paperwork related to the transport of records, including tracking logs, receipts, and reports.
• Conduct daily file research for attorney and secretarial teams, providing timely access to necessary documents.
• Work closely with other Records Department personnel, assisting with data entry and other records management tasks as needed.
• Communicate effectively with team members, attorneys, and other staff to provide updates on the status of transported records and address any issues promptly.
• Regular and in-person attendance is required to perform the essential functions of this interactive position.
• Perform other duties and responsibilities as assigned to support the Records Department.

Qualifications & Experience: 

• The successful candidate will have a high school diploma or equivalent; Associates’ degree preferred. 
• 1-3 years of previous filing experience (alpha & numeric), customer service, and/or general office experience required.
• Inventory management and/or warehouse experience a plus.
• Additional education or work experience related to archives and records management, especially within a law firm, preferred.
• Must have ability to lift files and boxes up to 30 pounds using a hand truck or cart.
• Must have a valid driver’s license with clean driving record. 
• Candidates should have a working knowledge of Microsoft Office Suite.

Physical Requirements:

• Light/Medium Exert force 10-25 lbs., frequently; and occasionally up to 30 lbs.
• Prolonged standing, frequently lift, carry, push, pull, or move objects are essential to the role.
• Frequent standing, walking, pushing, pulling, carrying, reaching, handling, and repetitive fine motor activities.
• Occasionally required to bend and stoop, grasping, twisting, reaching, climbing, balancing, crawling, and kneeling.
• Rarely (does not exist as regular part of job) required to exert physical effort part of a normal work shift in handling objects over 30 pounds.
• The work requires activities occasionally involving the use of portable equipment such as carts, dollies and/or hand trucks.

May need to occasionally work more than the standard 37.5 hours per week to accomplish essential duties of the position. Interested and qualified applicants should apply via our website at https://www.mvalaw.com/careers-working-at-mva. Equal Employment Opportunity Employer.

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