Responsibilities
- Analyze and classify documents for accurate filing and retrieval.
- Photocopy, pull and prepare files for delivery.
- Shift files to make space for additional files and keep the files in numerical sequence.
- Assist attorneys and staff members with extended searches.
- Re-file files that are returned to the file room, print reports and update files.
- Deliver, pick up and relocate files, boxes and bulk materials.
- Open new files by entering descriptive data into the firm's records management database, bar‑coding and creating labels.
- Log in and distribute incoming electronic and hard copy correspondence.
- Prepare and submit off‑site storage retrieval and off‑site storage requests.
- Prepare and transmit acknowledgements of receipt.
- Assist in checking and updating the status of cases by searching online databases.
- Update, organize and maintain electronic files.
- Assist with preparation of docketing data reports.
- Assist with the maintenance of our USPTO deposit account.
- Investigate and resolve data discrepancies in our docket and deposit account reconciliations.
- Prepare and transmit form reporting letters to clients.
- Maintain overall organization of file room and case rooms.
- All members of the firm are encouraged to participate in our Global Citizenship program.
- Other duties as assigned.
Education and Experience
- 1+ years of records maintenance experience preferred.
- BS/BA degree or equivalent experience preferred.
Required Skills
- Excellent attention to detail and strong organizational and communication skills.
- Ability to work efficiently in a fast‑paced environment with or without direct supervision.
- Ability to coordinate multiple projects at one time.
- Strong organizational skills.
- Ability to work overtime as required.
Preferred Skills
- Knowledge of law firm records maintenance procedures.
- Proficiency in industry standard records management software products.
- Microsoft Office Suite testing or certification.
Hours
Core hours are Monday through Friday, 9:00 a.m. to 5:30 p.m., including one hour for lunch. Must be flexible for overtime as needed.
Equal Opportunity Employer
Hogan Lovells is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information, protected veteran status or other factors protected by law.
Disclaimer
This job description sets forth the authorities and responsibilities of this position and may be changed from time to time as shall be determined.
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