Matter Closing Supervisor

Akerman LLP; Miami (FL); On-site; USD 75,000 - 95,000; Full time

Job summary

Akerman LLP is seeking a Matter Closing Supervisor to oversee the day-to-day matter closing process and supervise the team ensuring closed matter files are reviewed, documented, and maintained in line with firm policies.

The role reports to the Director of Records Management and Senior Records Manager and requires in-office work in Miami, FL. The ideal candidate has 5–7 years of records management or legal operations experience and strong leadership abilities.

Qualifications

• 5+ years in records management or legal operations
• Experience supervising a team preferred
• Familiarity with records retention and information governance

Responsibilities

• Supervise daily matter closing activities and review closing documentation.
• Coordinate with attorneys and administrative teams to resolve issues.
• Ensure proper storage, transfer, archiving, and destruction of closed matter records.
• Maintain SOPs and train team members on procedures and systems.
• Monitor metrics and drive process improvements.

Skills

Leadership

Supervision

Records management

Information governance

Process improvement

Communication

Microsoft Office

Tools

Microsoft Office

Job description

Founded in 1920, Akerman is recognized as one of the nation’s premier law firms, with more than 700 lawyers across the United States.

Akerman is seeking a Matter Closing Supervisor. Under the direction of the Director of Records Management and the Senior Records Manager, the Matter Closing Supervisor will oversee the day-to-day matter closing process and supervise the team responsible for ensuring closed matter files are reviewed, documented, processed, and maintained in accordance with firm policies, client requirements, records retention schedules, and applicable information governance standards. This role partners closely with attorneys, legal administrative assistants, Finance, Records, and other administrative teams to support timely and accurate matter closure. This is a full‑time, in–office position.

Key Responsibilities

• Supervise daily matter closing activities, including file review, closing letter preparation, checklist completion, records classification, documentation, and final disposition.
• Assign, prioritize, and monitor work for matter closing team members to ensure service expectations, deadlines, and quality standards are met.
• Review matter closing documentation for completeness, accuracy, consistency, and compliance with firm procedures and client guidelines.
• Coordinate with attorneys, legal administrative assistants, Finance, Conflicts, Docketing, and other administrative teams to resolve missing information, balances, file discrepancies, and closing exceptions.
• Ensure closed matter records are properly stored, transferred, archived, retained, or destroyed in accordance with approved records retention requirements.
• Maintain and improve standard operating procedures, checklists, workflows, and quality control measures for the matter closing function.
• Train, coach, and support team members on matter closing procedures, records systems, confidentiality requirements, and service expectations.
• Track operational metrics, prepare status reports, identify bottlenecks, and recommend process improvements.
• Respond to escalated questions, urgent requests, and exceptions related to closed matter files and records disposition.
• Support audits, compliance reviews, litigation holds, client file transfer requests, and information governance initiatives.
• Promote secure handling of confidential, privileged, personally identifiable, and client‑sensitive information.
• Participate in system testing, data cleanup, workflow automation, and technology enhancements related to matter closing and records management.

Qualifications

• A minimum of 5‑7 years of experience in records management, legal operations, matter administration, document management, or a related legal support function.
• Prior supervisory, team lead, or workflow coordination experience preferred.
• Experience working in a law firm, corporate legal department, or professional services environment strongly preferred.
• Working knowledge of records retention, matter closing procedures, information governance, legal file lifecycle management, confidentiality, and data security practices.
• Proficiency with Microsoft Office applications and records management, document management, or financial management systems.

Required Skills and Competencies

• Strong leadership, coaching, delegation, and team coordination skills.
• Excellent attention to detail and ability to identify inconsistencies in records, forms, and matter data.
• Sound judgment when handling confidential, privileged, or sensitive information.
• Strong organizational and time‑management skills with the ability to manage competing priorities.
• Clear verbal and written communication skills, including the ability to explain procedures to legal and administrative personnel.
• Analytical and problem‑solving skills with a focus on process improvement and quality control.
• Customer‑service orientation and ability to work collaboratively across departments.
• Ability to adapt to changing systems, policies, client requirements, and operational priorities.

We offer an excellent compensation and benefits package. EOE

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.