Matter Mobility Specialist

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

About the role

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.

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.

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 Quarles & Brady 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.

Requirements

• 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.

Benefits

• Paid time off
• Health, vision, and dental insurance
• 401k retirement plan
• Life and disability insurance
• Bonus opportunities

Benefit eligibility is dependent on hours.

Pay

Compensation is determined based on 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.

• Chicago, San Diego, and Washington D.C.: $26.79 to $40.18/hour
• Denver: $24.35 to $36.53/hour