New

Records and Information Management Specialist

Regency Centers
life insurance, vision insurance, paid holidays, tuition reimbursement, 401(k), profit sharing, remote work
United States, Florida, Jacksonville
One Independent Drive (Show on map)
Aug 12, 2025
About this Opportunity: At Regency Centers, we believe our greatest asset is our people, and we believe a talented team from differing backgrounds and experiences makes us better. We are seeking a Records and Information Management Specialist to join our corporate office located in Jacksonville, Florida. This is a hybrid opportunity with 3 days in the office and 2 days working remotely after the training period. This role is designed to assist with records and information management from creation to destruction/closure and all points in-between, including reporting. Ensure accuracy by auditing documents and legal matters and retaining in company or third-party systems. Multiple company and third-party systems are used to allow various access from confidential to outward facing document and matter access. Gathering information/documents and obtaining the highest level of complete information and records for use by many. This role also provides general administrative support to legal team personnel including, without limitation, drafting correspondence, processing mail, and preparing expense reports. What You'll Be Doing: Records Management: Audit, organize, and track company documents for accuracy, compliance, and accessibility. Maintain records across systems, oversee offsite storage and destruction, and provide needed data to stakeholders. Legal Matter Management: Manage legal matters in e-billing software, coordinating with internal teams and law firms to ensure accurate data. Handle settlement documents, payments, and required correspondence, and prepare reports as needed. Risk and Certificate of Insurance Management: Use RMIS to prepare reports, audit lease files, and track tenant insurance certificates. Coordinate with internal teams, carriers, and tenants to obtain documentation, and review and correct non-compliant profiles. General Administrative Support: Provide records support to all employees, fulfilling document requests and researching external sources as needed. Correct lease data to ensure accuracy in company systems and maintain lease address logs. Correspondence and Mail: Process incoming mail, checks, and department email boxes, ensuring timely routing to the correct parties. Manage tenant address changes to maintain accurate logs in lease systems. Expense Reporting: Expense Reporting and Invoice Processing: Processes expense reports for legal team personnel when necessary. Are You Qualified? High School Diploma or equivalent Associate's degree or higher in Business Management, Office Management, Contract Review/Auditing, Library/Records Management or related discipline preferred At least 1 year related experience in a professional office environment Prior related experience in the commercial real estate industry, legal field, or related field preferred Proficiency in or ability to quickly learn Microsoft 365 Products/Technology Ability to understand and learn to use new technologies, including AI Proficiency in, or ability to learn, Legal Department (including Risk Management) information management systems, such as outside counsel/matter management systems (currently Ascent) Familiarity with other technologies and their productive use within legal departments Able to develop and implement systems to gather and use data and KPIs to help make decisions Functional/Technical Skills, knowledge of terminology and processes of the assigned department Personal Traits We Value: High level of professionalism and integrity; must be trustworthy and able to handle confidential and proprietary information appropriately Strong attention to detail, organization, priority setting and time-management skills Good customer and task focus coupled with interpersonal savvy and perseverance skills Self-motivated, work equally well independently and with a team in a multi-tasking, dynamic, team oriented environment Must have a high energy level with a positive, upbeat attitude Must be conversational and people oriented Capable of precise verbal and written communication, even when under time constraints A Little Bit About Us: We own and operate premier shopping centers in suburban neighborhoods in the top cities and markets across the country. We live by a strong set of values, which have guided us for more than 60 years. Our centers thrive with highly productive grocers, restaurants, service providers, and terrific retailers that connect to their communities and customers. We are also active developers of new shopping centers that feature great merchandising, placemaking, and customer engagement as part of our Fresh Look program. We are a vertically integrated real estate company and a qualified real estate investment trust (REIT) that is self-administered, self-managed, and an S&P 500 Index member. Learn more about us at RegencyCenters.com. Benefits: Our compensation and benefits package is very competitive and includes the following benefits and more. For additional information visit www.regencycenters.com/careers. Work/Life Balance 23+ PTO days annually 11 paid holidays (in addition to PTO) Paid leave programs (parental, compassion, bereavement, jury duty, and military) Health Advocacy + Employee Assistance Program (EAP) Hybrid Work Schedule Modified in-office hours Dedicated remote work days Financial Security 401(k) with a generous company match plus corporate profit sharing Anniversary stock grant awards Health Savings Account (HSA), Health Care FSA, and Dependent Care FSA 100% company paid Life Insurance/AD&D and Disability Insurance Voluntary benefits (supplemental life/AD&D, critical illness, accident, hospital indemnity, and identity theft) Student loan repayment resources Health and Wellness Medical, Dental and Vision Insurance Award winning and incentives-based wellbeing program through Personify Health Family planning, mental health, and pain management programs Community Focused 52 hours per year of paid Volunteer Time Off Company gift matching Growth and Development Tuition reimbursement Continued education opportunities LinkedIn Learning premium subscription Professional membership support Employee Resource Groups #LI-AH1 *Regency Centers is an equal opportunity employer. Qualified applicants will receive consideration without regard to age, race, color, religion, sex, gender identity, sexual orientation, disability, national origin, or protected veteran status. Applicants are encouraged to confidentially self-identify as to disability and/or protected veteran status when applying. Employment is contingent upon successful completion of background investigation. Regency Centers is a smoke-free and drug-free workplace. Pre-employment drug screening is required. No recruiters or agencies without a previously signed contract. Only candidates whose profiles closely match requirements will be contacted during this search.