Records Retrieval Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Complete designated Task Manager components on a daily basis while achieving productivity targets.

• Collaborate with the team and management regarding workload and provide status updates.

• Prioritize custodian contacts based on order dates, urgent requests, or specific client requirements.

• Record custodian interactions and update part statuses and tracking within the MR8 system.

• Assess custodian invoices for accuracy and compliance with state regulations prior to payment requests.

• Initiate credit card or check payments and maintain documentation of these transactions.

• Manage custodian communications via email or fax and ensure proper uploading into MR8.

• Respond to custodian calls and manage inquiries in a professional manner.

• Accurately and urgently process rush orders.

• Identify and hire reasonably priced notaries and oversee notarization requests.

• Review client preferences before proceeding with holds, fee approvals, or unique instructions.

• Handle pre-litigation, authorization, and subpoena-based record requests.

• Adhere to the Expediting Schedule and escalate issues of custodian noncompliance.

• Comply with IRS and SSA processes for necessary communications and processing.

• Promptly self-report any errors, missed tasks, or workflow obstacles to management.

⛳️ Requirements

• Proven experience in records retrieval, expediting, legal support, or a comparable workflow-oriented position.

• Excellent organizational and prioritization skills with the capability to handle high-volume tasks.

• Professional communication skills via phone and email with external custodians.

• Experience in reviewing invoices and processing payment requests using internal systems.

• Ability to document actions clearly and accurately within a case management system (MR8 preferred).

• Strong attention to detail and adherence to processes and escalation protocols.

• Capacity to work independently while meeting set quotas, metrics, and daily performance expectations.

• Proof of eligibility to work in the country where the job is located.

• Successful completion of a background check.

🏝️ Benefits

• Competitive pay along with quarterly incentives.

• Comprehensive benefits package, including 401k and wellbeing programs.

• Paid time off and holidays.

• Opportunities for professional development and career advancement.

• A people-focused culture.