Matter Closing Supervisor

Key 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.
• Cook up 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.

Qualifications

• 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.

Required Skills And Competencies

• 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.