Data Entry and Records Supervisor

Job Description

Job Description

To be considered for this role, please call 866-996-6549 and follow the step-by-step instructions outlined by our Co-Founder and Managing Partner.  In addition, please complete your application here.  You will be evaluated and vetted based on your ability to follow instructions.  We look forward to hearing from you!

About the Role

We are seeking a detail-oriented and tech-savvy Data Entry and Records Manager to oversee the comprehensive data management and filing systems for our growing law firm. This role is responsible for maintaining accurate records across thousands of active cases while leading the implementation and management of AI-powered platforms and virtual assistant programs to enhance operational efficiency

Key Responsibilities

Data Management & Records Administration

Maintain accurate and organized digital and physical filing systems for 1,000+ active legal cases

Ensure proper data entry protocols and quality control measures across case management system

Develop and implement standardized filing procedures and naming conventions

Conduct regular audits of case files and databases to ensure data integrity and compliance

Coordinate with attorneys and support staff to ensure timely and accurate case documentation

Manage confidential client information in accordance with legal industry standards and regulations

Technology & System Management

Monitor AI document ingestion platform performance and troubleshoot technical issues as they arise

Collaborate with IT and external vendors on system updates, integrations, and improvements

Team Leadership & Virtual Assistant Management

Assign and monitor virtual assistant workloads and performance metrics

Conduct regular performance reviews and provide ongoing coaching and development

Establish quality control processes for virtual assistant deliverables

Serve as primary liaison between virtual assistants and internal legal teams

Process Improvement & Reporting

Identify opportunities to streamline data entry and records management processes

Generate regular reports on data accuracy, system performance, and team productivity

Recommend and implement new technologies and workflows to enhance efficiency

Maintain comprehensive documentation of all processes and procedures

Coordinate with other departments to ensure seamless information flow

Qualifications

Bachelor's degree preferred, or equivalent combination of education and experience

Minimum 3-5 years of experience in data management, preferably in legal or professional services

Proven experience managing remote teams or virtual assistants

Experience with AI platforms, automation tools, or emerging technologies preferred

Advanced knowledge of Microsoft Office, particularly Word and Excel

Exceptional attention to detail, accuracy, and organizational skills

Strong project management and problem-solving capabilities

Excellent written and verbal communication abilities

Ability to handle confidential information with discretion and professionalism

Leadership skills with adaptability to new technologies and changing processes

Location : Pittsburgh, PA

Salary :   $50,000 to $65,000

Benefits : Financial Benefits

401k Contributions : The firm offers a discretionary match up to 5%. This includes a 100% match on the first 3% of contributions and a 50% match on the next 2%, based on annual compensation.

Charitable Donations : The Chaffin Luhana Foundation makes an annual donation to a charity of each team member’s choice.

Healthcare Benefits

Medical Insurance : $503 toward monthly health premiums for team members or their families. Team members pay just $1.

Dental Insurance : Full coverage, with only a $1 monthly contribution from the team member.

Vision Insurance : Full coverage, with only a $1 monthly contribution from the team member.

Health Reimbursement Account (HRA) : Team members receive a $1,000 contribution from the firm in their HRA account if enrolled in the PPO health plan.

Family / Dependent Care (DCR) : Team members can contribute up to $5,000 pre-tax for dependent care.

Flex Spending Account (FSA) : Team members can contribute up to $1,000 pre-tax for medical expenses.

Commuter Benefits

Tax-free Transit Commute (TRN) : Team members can contribute up to $325 per month pre-tax toward transit tickets.

Discounted Parking (PKG) : Team members can contribute up to $325 per month pre-tax toward parking.

Time Off to Recharge & Renew

Paid Time Off (PTO) : 15 PTO days per year, increasing to 20 days after 3 years with the firm.

Sick Days : 3 paid sick days per year.

Celebrate the Holidays : Office is closed for 10 public holidays.

Office Closure : Office is typically closed between Christmas and New Year’s Day.

Culture & Development of Team

Casual Dress : Enjoy our business casual dress code.

Enhance Your Skills : Up to $500 annually for continued education or training.

Learn How You’re Wired : Take a Kolbe Assessment to learn your instinctive method of operation.

Time Management : Time management luncheons with senior leadership to elevate team and organizational success.

Free Workouts : Free access to GreenTree SportsPlex for Pittsburgh office.

Recognition at the Firm

Value Team Members : Bonusly points for peer-to-peer recognition, redeemable for gift cards, trips, dinners, and more.

Eat, Drink & Be Merry : Free team lunches and happy hours.

Annual Bonus : Year-end discretionary bonus.

Firm Outing : Annual firm outing for all team members to meet up and have fun.

Note :

This job description is not an exclusive or exhaustive list of all job functions an employee in this position may be asked to perform.  Duties, responsibilities, and requirements can be added, changed, or reduced by management to meet the business needs of the company.

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