Supervisor, Records

Cozen O’Connor is seeking a Supervisor, Records to join our Philadelphia, PA team. This role is responsible for overseeing the day-to-day operations of the Records Department while actively performing records management functions. The Supervisor will manage a small team, support records processes, lead projects, and serve as a key resource for attorneys and staff. This position requires strong legal records experience, attention to detail, and the ability to operate independently in a fast-paced legal environment.

Supervision & Leadership

• Supervise and support a team of records staff, including assigning work, monitoring performance, and approving timecards
• Train, mentor, and onboard new team members on department procedures, systems, and best practices
• Provide ongoing training to attorneys and staff on IRM (iManage Records Management) systems and workflows
• Partner with leadership to implement departmental initiatives, process improvements, and best practices
• Ensure all records activities are handled with confidentiality, accuracy, and professionalism
• Lead and participate in records-related projects, including system updates, inventory audits, and process improvements

Records Operations

• Organize, maintain, and update legal records including correspondence, memoranda, invoices, etc.
• File documents accurately in accordance with firm policies and established records systems
• Process new file requests, ensuring accuracy, proper labeling, and timely delivery
• Perform detailed data entry and indexing for both onsite and offsite records storage
• Search, retrieve, and deliver requested files to attorneys and staff in a timely manner
• Assist with file room organization, space management, and reorganization efforts
• Coordinate and process incoming and outgoing file transfer requests
• Assist with boxing closed files for offsite storage

Offsite Storage & Vendor Management

• Coordinate all inbound and outbound records shipments with offsite storage vendors
• Review and process offsite storage invoices
• Manage vendor relationships and contracts, including records supplies and storage providers
• Ensure vendor compliance with firm standards

• 3–5 years of legal records or related experience required
• Prior supervisory or lead experience preferred
• Demonstrated ability to work directly and confidently with attorneys and legal staff
• Strong knowledge of records management systems (IRM preferred)
• Experience with vendor management, invoice processing, and project coordination
• Excellent written, verbal, and interpersonal communication skills
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and work both independently and as part of a team
• Proficiency in Microsoft Office (Outlook, Word, Excel)
• Ability to lift and move boxes/files up to 25 pounds
• High School Diploma or equivalent required; Bachelor’s degree or equivalent experience preferred

The salary range for this role is $55,000 - $65,000 and represents the Firm’s good faith and reasonable estimate of the range of possible compensation at the time of posting. Actual compensation will be dependent upon a number of factors, including but not limited to, the candidate’s relevant experience, qualifications and location.