Matter Mobility Coordinator

Davis Wright Tremaine LLP•Seattle, WA

3d•Remote

About The Position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for a Matter Mobility Coordinator to join our team in our Seattle, Portland, Los Angeles, or San Francisco offices. This position offers the flexibility to be fully remote while working within reasonable commuting distance from any of our offices. The Matter Mobility Coordinator plays a pivotal role within the Information Governance Team, overseeing the secure and compliant transfer of client matter records during attorney transitions. This position is responsible for managing both outbound transfers—ensuring files are properly returned to clients or sent to successor counsel—and inbound transitions, particularly the onboarding of lateral attorneys and their associated client matters. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

Requirements

3+ years of experience in records management, information governance, or legal operations (law firm experience preferred).
GED or High School Diploma
General knowledge of PC configuration and technical troubleshooting, including familiarity of file systems & formats
Knowledge of legal software and applications (e.g., File Trail, Net Documents, ServiceNow)
Knowledge and proficiency in Microsoft Office Suite with the ability to learn and adapt to new technologies
Exceptional written and communication skills, including the ability to effectively communicate results of assigned workload
Knowledge of Information Governance principles and practices preferred
Strong critical thinking and problem solving skills
Excellent troubleshooting proficiency
Attention to detail and quality-focused work along with teamwork, patience, and a desire to help clients and staff
Ability to multi-task in stressful situations
Professional demeanor and strong work ethic

Nice To Haves

Bachelor's degree preferred, especially in fields such as Information Management, Legal Studies, Business Administration, Library and Information Science, or Paralegal Studies.
However, equivalent work experience, particularly in legal records, information governance, or law firm operations will be accepted in lieu of a formal degree.

Responsibilities

Implement and champion all of the Firm’s policies, processes and procedures regarding the transfer of digital and physical client matter records.
Ensure all necessary documentation (e.g. releases, approvals) is obtained and logged.
Collaborate with attorneys, legal assistants, and administrative staff to confirm that all relevant documents are filed in the appropriate repositories (e.g., DMS, physical files).
Coordinate the review and release of digital and physical client matter records in accordance with firm policies and client instructions.
Track and prioritize transfer requests.
Assign and coordinate document review by QAC Paralegals.
Maintain detailed tracking logs and audit trails for all outgoing transfers.
Communicate with successor counsel or clients to confirm delivery preferences and ensure secure transmission of materials.
Facilitate secure data transfers using FTP and encryption protocols.
Collaborate with Information Governance Manager, incoming attorneys, and their former firms to retrieve active matter files for client authorized transfers.
Work with Information Governance Analysts and Legal Administrative Assistants to ensure proper integration of incoming data into the firm's document management systems.
Assist in guiding attorneys through the process of opening new matters and mapping legacy files to new matter numbers.
Track and report on the status of incoming data and ensure timely resolution of any issues.
Communicate with attorneys and Legal Administrative Assistants as new data comes in and track data that is received.
Participate in special projects and support broader Information Governance initiatives as needed.