Information Governance - Matter Mobility Coordinator

MMM LEGAL GROUP; Atlanta (GA); On-site; USD 90,000 - 120,000; Full time

Job summary

Taft Stettinius & Hollister LLP is seeking an Information Governance-Matter Mobility Coordinator to support its Information Governance team across multiple offices in Atlanta and other cities. The role requires 5+ years of experience in information governance and matter mobility, with emphasis on client content onboarding, transfers, and compliance.

The position involves coordinating with IT, managing physical and electronic records, and training teams on onboarding procedures while ensuring

Qualifications

• Bachelor’s degree preferred or equivalent combination of education and experience.
• 5+ years related experience working in information governance/records administration (i.e. medical records, legal records etc.)
• 2+ years of Matter Mobility experience
• Law firm experience , preferred but not required
• Advance knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word) and Smartsheet
• Significant understanding of database tables & structure
• Strong written and verbal communication skills
• Strong organizational skills

Responsibilities

• Coordinate the onboarding of client content in accordance with firm standards, policies, and established processes.
• Serve as the liaison between lateral attorneys’ previous firms and internal teams to ensure a smooth and efficient transition of client content.
• Coordinate with IT teams to facilitate the loading of electronic content into approved systems of record and oversee secure destruction of temporary staging data.
• Manage the validation, indexing, and organization of physical records in collaboration with onsite Information Management teams.
• Monitor compliance with firm policies, confidentiality standards, and records management procedures during onboarding and transfer processes.
• Maintain accurate reports, tracking logs, and documentation related to client content onboarding and transfer operations.
• Provide recommendations to improve onboarding workflows, operational efficiency, and reporting processes.
• Train Information Management teams and other stakeholders on onboarding and transfer procedures and best practices.
• Review and verify transfer requests to ensure accuracy, completeness, and compliance with firm requirements.
• Coordinate notifications and communications with internal departments, legal practice groups, and external groups regarding transferring materials.
• Coordinate attorney reviews of electronic records to confirm compliance with transfer eligibility standards.
• Oversee the collection, review, and preparation of physical records eligible for transfer with legal and Information Management teams.
• Coordinate secure electronic transfers through the firm’s FTP share Site.
• Manage the transfer and shipment of approved physical records to authorized recipients.
• Serve as the primary point of contact between the firm and external persons regarding the onboarding and off-boarding of materials.
• Support continuous improvement initiatives related to information governance and Taft’s mobility operations.

Job description

Taft is seeking an Information Governance-Matter Mobility Coordinator to support our Information Governance team in our Atlanta, Chicago, Cincinnati, Cleveland, Columbus, Dayton, Denver, Detroit, Indianapolis, Minneapolis, Naples, Phoenix, West Palm Beach, or Washington DC office. We are seeking an Information Governance-Matter Mobility Coordinator with 5+ years of experience to support our Information Governance team in our Atlanta, Chicago, Cincinnati, Cleveland, Columbus, Dayton, Denver, Detroit, Indianapolis, Minneapolis, Naples, Phoenix, West Palm Beach, or Washington DC office. All Taft employees operate under a “Client First” philosophy — in all things, we seek to provide exceptional services to our clients.

Duties And Responsibilities

• Coordinate the onboarding of client content in accordance with firm standards, policies, and established processes.
• Serve as the liaison between lateral attorneys’ previous firms and internal teams to ensure a smooth and efficient transition of client content.
• Coordinate with IT teams to facilitate the loading of electronic content into approved systems of record and oversee secure destruction of temporary staging data.
• Manage the validation, indexing, and organization of physical records in collaboration with onsite Information Management teams.
• Monitor compliance with firm policies, confidentiality standards, and records management procedures during onboarding and transfer processes.
• Maintain accurate reports, tracking logs, and documentation related to client content onboarding and transfer operations.
• Provide recommendations to improve onboarding workflows, operational efficiency, and reporting processes.
• Train Information Management teams and other stakeholders on onboarding and transfer procedures and best practices.
• Review and verify transfer requests to ensure accuracy, completeness, and compliance with firm requirements.
• Coordinate notifications and communications with internal departments, legal practice groups, and external groups regarding transferring materials.
• Coordinate attorney reviews of electronic records to confirm compliance with transfer eligibility standards.
• Oversee the collection, review, and preparation of physical records eligible for transfer with legal and Information Management teams.
• Coordinate secure electronic transfers through the firm’s FTP share Site.
• Manage the transfer and shipment of approved physical records to authorized recipients.
• Serve as the primary point of contact between the firm and external persons regarding the onboarding and off-boarding of materials.
• Support continuous improvement initiatives related to information governance and Taft’s mobility operations.

Requirements

• Bachelor’s degree preferred or equivalent combination of education and experience.
• 5+ years related experience working in information governance/records administration (i.e. medical records, legal records etc.)
• 2+ years of Matter Mobility experience
• Law firm experience , preferred but not required
• Advance knowledge of Microsoft Office Suite (Excel, Outlook, PowerPoint, and Word) and Smartsheet
• Significant understanding of database tables & structure
• Ability to access, input, analyze, and retrieve information from various computer systems
• Strong written and verbal communication skills
• Strong organizational skills
• Strong customer service skills
• Strong critical thinking skills
• Ability to support multiple priorities simultaneously, accurately, and professionally
• Ability to work independently and as part of a dispersed team
• Ability to work under tight deadlines and report successes and challenges
• Ability to handle and maintain confidential information in a secure manner
• Work requires a high level of attention to detail and ability to multi-task while tracking information, communicating effectively with legal case teams, and successfully guiding the transition of both attorney’s as well as client’s during off-boarding and on-boarding periods
• Regular attendance is essential.

Taft is an Equal Opportunity Employer. The information in this posting presents general duties, tasks, and responsibilities but is not intended to be an exhaustive listing. Taft Stettinius & Hollister LLP participates in E-VERIFY.