Information Governance Matter Mobility Coordinator

Taft Stettinius & Hollister LLP; Denver (CO); On-site; USD 67,000 - 73,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Long-term disability

401K

Paid time off

Paid holidays

Bonus

Job summary

Taft Stettinius & Hollister LLP is seeking an Information Governance-Matter Mobility Coordinator to support the Information Governance team in Denver and other offices. You will coordinate onboarding of client content, liaise with lateral firms, and manage secure transfers and records indexing with IT and IM teams.

The role requires 5+ years in information governance or records management, 2+ years in Matter Mobility, and strong communication and organizational skills.

Qualifications

• Bachelor’s degree preferred or equivalent combination of education and experience.
• 5+ years of information governance/records administration experience.
• 2+ years of Matter Mobility experience.
• Law firm experience preferred but not required.
• Advanced knowledge of Microsoft Office and Smartsheet.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate onboarding of client content per firm standards and processes.
• Serve as liaison between lateral attorneys and internal teams for content transfer.
• Coordinate with IT to load electronic content into approved systems.
• Manage validation, indexing, and organization of physical records with IM teams.
• Monitor compliance with firm policies and confidentiality during onboarding and transfer.
• Maintain reports, logs, and documentation for onboarding and transfer operations.
• Provide recommendations to improve onboarding workflows and reporting.
• Train IM teams and stakeholders on onboarding procedures and best practices.
• Review transfer requests for accuracy and compliance with requirements.
• Coordinate communications with departments, practice groups, and external groups.

Skills

MS Office

Excel

Written communication

Verbal communication

Attention to detail

Organization

Critical thinking

Team collaboration

Multitasking

Security/confidential handling

Education

Bachelor’s degree preferred

Equivalent education/experience

Tools

Smartsheet

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.

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
• Advanced 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 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 attorneys and clients during off‑boarding and on‑boarding periods
• Regular attendance is essential

Taft offers competitive compensation and a comprehensive benefit package, including medical, dental, vision, life, long term disability, flexible spending, 401K, Paid Time Off, paid holidays, bonus and more. The salary range for this position is $67,000/yr. - $73,000/yr. Actual compensation offer to candidate may vary from posted information based on work experience, education, and/or skill level.

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.