Dedicated Records Coordinator

3 weeks ago

Toronto, Ontario, Canada Recrute Action Full time
Job Summary

We are seeking a meticulous and detail-oriented Dedicated Records Coordinator to join our team at Recruit Action. This critical role is responsible for ensuring the accurate management and analysis of both physical and electronic records.

Key Responsibilities:
  • Create, track, and prepare hard copy files for storage while analyzing electronic data related to these files.
  • Utilize file tracking software to initiate searches, locate, and retrieve hard copy records from storage, and distribute files to requestors while updating the software with the current location.
  • Produce management reports based on search criteria provided by requestors.
  • Perform detailed analysis on structured and unstructured data to determine eligibility for disposal, comparing reports against retention schedules.
  • Review and compare disposal reports against legal hold reports to retain necessary records.
  • Create, organize, and navigate Excel spreadsheets containing large amounts of data, using advanced Excel functions like Conditional Formatting and VLOOKUP for data review.
  • Prepare physical files for storage according to client procedures, ensuring records are accurately logged in the file tracking software and attached electronically to the appropriate archive box before storage.
  • Use the storage vendor's software to manage archive orders, including retrieving records, running management reports, and coordinating the return of records and boxes.
  • Scan documents to electronic format following established naming conventions, maintain soft copies on designated drives, and forward them electronically to requestors.
  • Audit, edit, and update records as necessary within the file tracking software.
Requirements:
  • High school diploma or equivalent required.
  • 2+ years of records management experience with extensive experience working with records management software.
  • Advanced Excel skills, with a strong emphasis on data analysis and the use of complex formulas.
  • Strong computer skills, including the ability to solve basic technical problems.
  • Excellent attention to detail, ensuring accuracy and quality in all work.
  • Ability to prioritize tasks effectively to manage multiple projects and deadlines in a fast-paced environment.
  • Excellent verbal and written communication skills.
  • Exceptional customer service skills.
  • Ability to work independently and as part of a team with minimal supervision.
  • Physical ability to lift up to 50 lbs. on a regular basis and work standing up for long periods when required.
  • Knowledge and basic experience in operating reproduction equipment for scanning files to electronic format.
  • Strong interpersonal skills with a collaborative team-oriented approach.
  • Excellent organizational skills.
  • Outstanding punctuality and attendance record.
About Us

Recruit Action provides recruitment services through quality support and a personalized approach to job seekers and businesses. We offer a dynamic work environment and opportunities for growth and development.

Benefits
  • $21.30 hourly salary.
  • 7-month contract.
  • Full-time position: 37.50 hours per week.
  • Weekday schedule from 8:30 am to 5:00 pm.
  • On-site work in a dynamic environment.

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