Matter Mobility Coordinator
Description
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.
On a typical day you will:
- 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.
Join us if you have:
- 3+ years of experience in records management, information governance, or legal operations (law firm experience preferred).
- GED or High School Diploma
- 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.
- 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
Who We Are
Davis Wright Tremaine LLP is an AmLaw 100 law firm with 9 offices nationwide. We are relentlessly committed to client service and look for candidates who share that commitment. At DWT, client service means having empathy for each client’s and each lawyer’s work and personal pressures, business objectives, and legal needs; anticipating their needs; and having the capabilities and commitment to deliver what matters most to them.
What’s in it For You?
DWT offers competitive compensation in addition to ample benefits including but not limited to:
- Choice of health and vision insurance plans
- 2 paid volunteer days for qualifying community service work
- Dental plan
- Fertility and adoption benefit
- Paid sabbatical after 13 years of service
- Tuition reimbursement
- Commuter benefits
- Retirement contribution
This job description intends to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to include all duties and responsibilities.
Washington State
The annualized salary range for this position in Washington is $65,000 to $73,000 ($33.33 to $37.44 hourly). Actual pay will be adjusted based on the candidate’s education, training, experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, 11 paid holidays each year and an employee assistance program. For full-time employees, the initial vacation benefit is 15 days per year and 11 days of sick leave per year, accrued bi-weekly. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.
California
The annualized salary range for this position in Los Angeles is $63,000 to $71,000 ($32.31 to $36.41 hourly); and in San Francisco is $75,000 to $83,000 ($38.46 to $42.56 hourly). Actual pay will be adjusted based on experience and other job-related factors permitted by law. Full time employees may be eligible for a bonus, health insurance with an optional HSA, long term disability, dental insurance, vision care, telemedicine and virtual short term solution based counseling services, life insurance, Healthcare and Dependent Care Flexible Spending Accounts, subsidized backup care and caregiving resources, 401(k), vacation, sick time, and an employee assistance program. Additional voluntary programs include: voluntary accident insurance, voluntary life, voluntary disability, voluntary long term care, and pet insurance. Commuter and Transit programs are also available.
Davis Wright Tremaine LLP fosters a culture where all talented individuals—including those who are traditionally underrepresented in the legal profession—can have, and can see, paths to success. Our commitment to diversity, equity, and inclusion sits on four pillars: Community, Growth, Education, and Engagement. Learn more about the firm’s commitment to DEI here:www.dwt.com/dei.
Davis Wright Tremaine provides reasonable accommodations for those who need them to complete the application or recruiting process and for employees who need reasonable accommodations to perform the essential functions of their positions due to a disability or for religious reasons. If you need to request accommodation during the application or recruiting process, please email [email protected].
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