Data Entry and Records Supervisor

Chaffin Luhana LLP

  • Pittsburgh, PA
  • $50,000-65,000 per year
  • Permanent
  • Full-time
  • 14 days ago
  • Apply easily
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 RoleWe 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 efficiencyKey ResponsibilitiesData Management & Records AdministrationMaintain accurate and organized digital and physical filing systems for 1,000+ active legal casesEnsure proper data entry protocols and quality control measures across case management systemDevelop and implement standardized filing procedures and naming conventionsConduct regular audits of case files and databases to ensure data integrity and complianceCoordinate with attorneys and support staff to ensure timely and accurate case documentationManage confidential client information in accordance with legal industry standards and regulationsTechnology & System ManagementMonitor AI document ingestion platform performance and troubleshoot technical issues as they ariseCollaborate with IT and external vendors on system updates, integrations, and improvementsTeam Leadership & Virtual Assistant ManagementAssign and monitor virtual assistant workloads and performance metricsConduct regular performance reviews and provide ongoing coaching and developmentEstablish quality control processes for virtual assistant deliverablesServe as primary liaison between virtual assistants and internal legal teamsProcess Improvement & ReportingIdentify opportunities to streamline data entry and records management processesGenerate regular reports on data accuracy, system performance, and team productivityRecommend and implement new technologies and workflows to enhance efficiencyMaintain comprehensive documentation of all processes and proceduresCoordinate with other departments to ensure seamless information flowQualificationsBachelor's degree preferred, or equivalent combination of education and experienceMinimum 3-5 years of experience in data management, preferably in legal or professional servicesProven experience managing remote teams or virtual assistantsExperience with AI platforms, automation tools, or emerging technologies preferredAdvanced knowledge of Microsoft Office, particularly Word and ExcelExceptional attention to detail, accuracy, and organizational skillsStrong project management and problem-solving capabilitiesExcellent written and verbal communication abilitiesAbility to handle confidential information with discretion and professionalismLeadership skills with adaptability to new technologies and changing processesLocation: Pittsburgh, PA
Salary: $50,000 to $65,000Benefits:Financial Benefits401k 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 BenefitsMedical 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 BenefitsTax-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 & RenewPaid 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 TeamCasual 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 FirmValue 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.Powered by JazzHR

Chaffin Luhana LLP