Records Coordinator

Knights is a listed, UK based legal and professional services business, operating over 30 locations nationwide.

For more than a decade, we have done things differently. In 2012, we established our platform as one of the first law firms to translon from a traditional partnership model to a corporate structure.

We work with a diverse range of clients, including global brands, FTSE 100 companies, private businesses, and individuals, to deliver professional services with speed, accessibility, and clear communication.

We are now looking for someone to join our growing Records Operations team. As a Records Coordinator at Knights, you will pay a pivotal role in working with clients to establish that we hold their documents and follow the process of verifying our client entitlement for retrieval of requested information and support our clients through the retrieval process. You’ll work closely with our clients and the wider Records Operations team, contributing to the delivery of high-quality services and supporting our business goals.

Reporting to the Records Operations Manager you will be responsible for effective verbal and written communication with our clients by telephone and email regarding clients’ requests to retrieve Wills, Deeds and other documents we hold in storage. You’ll bring effective communication skills, accuracy, attention to detail as well as having a problem-solving attitude and effective time management skills and a commitment to continuous improvement.

As Knights continues to grow and evolve, this role will adapt to meet changing operational needs. This is an opportunity to be part of a developing Records Operation function in a fast‑paced business where autonomy, clarity and care are valued.

Key Responsibilities

• Service delivery - Manage core processes and tasks, ensuring accuracy, consistency and professionalism

• Planning & Organisation – Manage workload, priorities and deadlines effectively.

• Confidentiality & Compliance – Handle sensitive information with care, ensuring compliance with relevant standards.

• Digital document retrieval – Identify documents from our Case Management System to request and extract from storage.

• Digitisation of documents – Prepare, scan and index documents.

• Data Entry – Prepare and input document details into our Case Management System - to enable future location and extraction.

• Maintaining records – Create and update our Records Case Management System to keep data secure and accurate.

• Communication - Paying full attention to the caller for information of a sensitive nature and striving to exceed client or colleague expectations

• Digital data Review – Navigate and search our Case Management System to locate requested documents.

What you will bring to the role

• Organisation – Strong planning and coordination skills.

• Knowledge & Experience – An understanding of records management systems, particularly within the Private Client area, is desirable but not essential.

• Communication – Confident and professional written and verbal communication.

• Proactive & Innovation – Solutions-focused mindset with a drive to improve.

• Attention to detail – High level of accuracy and consistency.

• Team Ethos – Collaborative and respectful approach.

• Adaptability – Ability to remain calm and flexible under pressure.

• Systems Confidence – Proficiency in Microsoft Office.

We offer a unique environment; you will be part of a one team culture that promotes direct responsibility with an expectation to always deliver the best service possible for clients within a collegiate, team based environment.

Most excitingly of all, you have the opportunity to help change the way we all think about and deliver the future of legal and professional services in a friendly, caring business, with little (if any) hierarchy. Our culture of positivity and transparency, provides a great platform for the right people to take their careers to the next level

If you would like to make a positive difference to your career get in touch with our Recruitment Manager, Michael Appleby for a highly confidential and informative discussion about why Knights is different. Michael can be contacted on 07805 819860 or by email at ***email_hidden***