Matter Mobility Manager

Bass, Berry & Sims; Nashville (TN); On-site; USD 90,000 - 130,000; Full time

Job summary

Bass, Berry & Sims in Nashville is seeking a Matter Mobility Manager to coordinate intake, transfer, and release of client files as attorneys join or depart the firm. The role focuses on accuracy, professionalism, and ethical obligations in matter mobility.

This hands-on position combines process discipline with strong interpersonal skills. You will design workflows, create documentation, and set standards to scale the function for the firm’s growth.

Qualifications

• Bachelor’s degree or equivalent experience required.
• Minimum of five years of experience in records management, information governance, matter mobility, or a related function within a law firm or professional services environment.
• Direct experience managing lateral attorney file transfers or comparable matter lifecycle processes strongly preferred.
• Proficiency with iManage or comparable document management systems; familiarity with Intapp or similar intake and conflicts platforms desired.
• Familiarity with secure file transfer platforms and data migration tools used in law firm matter transfers; experience with transfer-related workflows in iManage preferred.
• Working knowledge of the ethical and legal requirements governing client file ownership, transfer, and release.
• Exceptional interpersonal and client service skills; ability to manage expectations under time pressure.
• Strong organizational skills and meticulous attention to detail.
• Demonstrated ability to build processes and documentation from limited existing structure.
• Team orientation and the ability to partner effectively across administrative departments.

Responsibilities

• Serve as the firm’s primary point of contact for lateral attorney integration as it relates to client file transfers, coordinating with incoming attorneys, prior firms, clients, and internal departments.
• Manage the end-to-end matter mobility process for incoming and outgoing attorneys and clients, including intake of electronic and physical client files, verification of file completeness, and appropriate documentation of transfers.
• Communicate directly with attorneys and firm leadership regarding transfer status, timelines, and expectations, providing a high level of client service throughout the integration process.
• Develop, document, and continuously improve standardized workflows for matter intake, transfer, and release consistent with applicable ethical and legal requirements.
• Coordinate with the Research & Information Governance Manager to ensure transferred matter information is appropriately incorporated into the firm’s document management and records systems.
• Advise attorneys and staff on matter mobility procedures and obligations, including file release requirements upon client or attorney departure.
• Support the firm’s broader risk management objectives, including the development of documentation practices that support future audit readiness.
• Undertake other duties as requested by the Chief Risk Management Officer.

Skills

Records management

Information governance

Matter mobility

Client service

Interpersonal skills

Organizational skills

Cross-functional collaboration

Education

Bachelor's degree or equivalent experience

Tools

iManage

Intapp

Secure file transfer platforms

Job description

The Matter Mobility Manager will have responsibility for the intake, transfer, and release of client files and matter-related information as attorneys and clients join or depart the firm. Reporting to the Chief Risk Management Officer, this position serves as the firm’s primary point of contact for lateral attorney file transfers, working directly with incoming and departing attorneys, their staff, prior firms, and clients to ensure that matter mobility is handled with accuracy, professionalism, and appropriate attention to the firm’s legal and ethical obligations.

This is a hands‑on role for a practitioner who combines process discipline with strong interpersonal skills. The successful candidate will personally manage matter mobility work while designing the workflows, documentation, and standards that will allow the function to scale with the firm’s continued growth.

Primary Responsibilities

• Serve as the firm’s primary point of contact for lateral attorney integration as it relates to client file transfers, coordinating with incoming attorneys, prior firms, clients, and internal departments including Conflicts, Information Technology, and Research & Information Governance.
• Manage the end‑to‑end matter mobility process for incoming and outgoing attorneys and clients, including intake of electronic and physical client files, verification of file completeness, and appropriate documentation of transfers.
• Communicate directly with attorneys and firm leadership regarding transfer status, timelines, and expectations, providing a high level of client service throughout the integration process.
• Develop, document, and continuously improve standardized workflows for matter intake, transfer, and release consistent with applicable ethical and legal requirements.
• Coordinate with the Research & Information Governance Manager to ensure transferred matter information is appropriately incorporated into the firm’s document management and records systems.
• Advise attorneys and staff on matter mobility procedures and obligations, including file release requirements upon client or attorney departure.
• Support the firm’s broader risk management objectives, including the development of documentation practices that support future audit readiness.
• Undertake other duties as requested by the Chief Risk Management Officer.

Requirements

• Bachelor’s degree or equivalent experience required.
• Minimum of five years of experience in records management, information governance, matter mobility, or a related function within a law firm or professional services environment.
• Direct experience managing lateral attorney file transfers or comparable matter lifecycle processes strongly preferred.
• Proficiency with iManage or comparable document management systems; familiarity with Intapp or similar intake and conflicts platforms desired.
• Familiarity with secure file transfer platforms and data migration tools used in law firm matter transfers; experience with transfer‑related workflows in iManage (such as imports, exports, and matter‑level security) preferred.
• Working knowledge of the ethical and legal requirements governing client file ownership, transfer, and release.
• Exceptional interpersonal and client service skills, including the professional presence to work directly with attorneys, firm leadership, and external counsel, and the judgment to manage expectations under time pressure.
• Strong organizational skills and meticulous attention to detail.
• Demonstrated ability to build processes and documentation from limited existing structure.
• Team orientation and the ability to partner effectively across administrative departments.