Matter Closing Supervisor

Akerman LLP•Fort Lauderdale, FL

3d•Onsite

About The Position

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.

Requirements

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.
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.

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.