Matter Mobility Specialist

Quarles & Brady LLP; Madison (WI); On-site; USD 34,000 - 55,000; Full time

Benefits offered by this job

Competitive pay and benefits

Paid time off

Health, vision, dental, 401k, life, (d

Disability insurance

Job summary

Quarles & Brady LLP seeks a Matter Mobility Specialist to manage client data transfers, oversee matter mobility for lateral hires and departures, and ensure security and ethical standards. The role collaborates with multiple internal and external teams to handle both physical and digital files.

The position involves coordinating secure transfers, maintaining matter-tracking data, and supporting IT/data-transfer initiatives across the firm’s offices.

Qualifications

• High school diploma required; some college coursework or an associate degree preferred.
• Minimum of 3-5 years’ experience in legal operations, records and information governance, or IT litigation support with an emphasis on matter mobility principles.
• Strong attention to detail and accuracy.
• Excellent organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office, iManage, NetDocuments or other document management systems.
• Ability to create, organize, and manage large volumes of information in Excel.
• Experience with records management databases or similar database software required.

Responsibilities

• Coordinate secure importing, exporting and internal migration of client files, electronic files, and physical information.
• Support firm-wide electronic file transfers, including lateral attorney transfers and incoming or outgoing client data transfers.
• Communicate with internal and external stakeholders.
• Create and maintain matter-tracking spreadsheets to manage incoming data and Q&B client/matter information.
• Coordinate and manage Everlaw/Disco databases for large file review projects.
• Perform Records Department quality control reviews of outgoing files to ensure only authorized records are exported.
• Prepare ShareFile link for approved electronic file transfers.
• Work with IT Engineers and Opensity on larger or more complex data-transfer requirements.
• Participate in bi-weekly meetings with Opensity and prepare and distribute meeting minutes.
• Assist with Aderant/FileTrail software updates and platform initiatives, including Governance and Matter Mobility implementation and software updates.
• Assist with updating and/or creating procedures as needed.
• Communication with project managers and IT staff.
• Assist with training new and current Records staff, including: Use Teams to review work and provide additional training as needed.
• Maintain current procedures and create updates as needed.
• Perform other duties and back-up responsibilities as assigned.

Job description

Office Locations

Chicago, Denver, Indianapolis, Madison, Milwaukee, Minneapolis, Naples, Phoenix, San Diego, St. Louis, Tampa, Tucson, Washington D.C.

We are seeking a Matter Mobility Specialist to join any of our offices. The Matter Mobility Specialist manages client data transfers, oversees matter mobility processes for lateral hires and departures, and ensures compliance with security and ethical standards. This role involves collaboration with multiple internal and external teams to handle both physical and digital files effectively.

Grow Your Career at Quarles

At Quarles, your goals matter. We foster a collaborative, inclusive culture where your voice is heard and your growth is supported. Join a team that values creativity, flexibility, and shared success.

What We Offer

• Supportive, adaptable work environment
• Career development through mentoring and training – Professional growth opportunities
• Competitive pay and comprehensive benefits

Be part of a firm where great people achieve great things—together.

Responsibilities/Duties

• Coordinate s secure importing, exporting and internal migration of client files, electronic files, and physical information:
• Support firm-wide electronic file transfers , including lateral attorney transfers and incoming or outgoing client data transfers.
• Communicate with internal and external stakeholders.
• Create and maintain matter - tracking spreadsheets to manage incoming data and Q&B client/matter information .
• Coordinate and manage Everlaw/Disco databases for large file review projects .
• Perform Records Department quality control reviews of outgoing files to ensure only authorized records are exported.
• Prepare ShareFile link for approved electronic file transfers.
• Work with IT Engineers and Opensity on larger or more complex data-transfer requirements.
• Participate in bi-weekly meetings with Opensity and prepare and distribute meeting minutes .
• Assist with Aderant/FileTrail software updates and platform initiatives, including:
• Governance and Matter Mobility implementation and software updates
• Assist with updating and/or creating procedures as needed .
• Communication with project managers and IT staff .
• Assist with training new and current Records staff , including:
• Use Teams to review work and provide additional training as needed.
• Maintain current procedures and create updates as needed.
• Perform other duties and back-up responsibilities as assigned.

Education/Experience

• High school diploma required; some college coursework or an associate degree preferred.
• Minimum of 3-5 years’ experience in legal operations, records and information governance, or IT litigation support with an emphasis on matter mobility principles.
• Strong attention to detail and accuracy.
• Excellent organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office, iManage, NetDocuments or other document management systems.
• Ability to create, organize, and manage large volumes of information in Excel.
• Experience with records management databases or similar database software required.

Quarles & Brady offers competitive salaries, bonus and great benefits to employees including paid time off, health, vision, dental, 401k, life, disability and much more. Benefit eligibility is dependent on hours. Compensation is determined upon the market in which the position is located, the responsibilities of the position, the experience, education and skills of the applicant, and other job-related factors. The range for this position for individuals physically located in Chicago, San Diego, and Washington D.C. is $26.79 to $40.18/hour. The range for this position for individuals physically located in Denver $24.35 to $36.53/hour.

Quarles is an equal opportunity employer.

If you have any questions or require additional information regarding this position, please contact:
Jade Lorigan, Senior Legal Recruiting Coordinator, [e-mail]