Information Onboarding Coordinator
Information Onboarding Coordinator
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Job Description
Greenberg Traurig (GT) a global law firm with locations across the world in 15 countries has an exciting employment opportunity for you. We offer competitive compensation and an excellent benefits package along with the opportunity to work within an innovative and collaborative environment.
Join our Information Governance Team as an Onboarding Coordinator in various offices.
We are seeking a professional who thrives in a fast-paced deadline-driven environment. The ideal candidate possesses strong problem-solving and decision-making abilities ensuring efficiency and accuracy in every task. With a dedicated work ethic and a can-do attitude you will take initiative and approach challenges with confidence and resilience. Excellent communication skills are essential for collaborating effectively across teams and delivering exceptional client service. If you are someone who demonstrates initiatives adaptability and innovation we invite you to join our team.
This role can be based in various offices on an on-office basis. This role reports to the Senior Matter Mobility Manager.
Position Summary
The Onboarding Coordinator is responsible for performing and monitoring general matter mobility tasks including onboarding client information in both physical and electronic formats. The individual will be a trusted advisor for law firm matter mobility management. This position will coordinate multiple departmental processes projects or teams within their specified areas of subject matter expertise. Candidate must have the ability to work in an organized efficient manner with strong attention to detail while working independently with minimal supervision. Candidate should also be flexible to work overtime as needed.
Key Responsibilities
Monitors transfers received from other firms and coordinates intake process with sending firm IT and the client team
Organizes and reviews data received from various sources and communicates with client team throughout the process
Maps data received to firm matters and repositories consults with client team as necessary and communicates firm policy regarding inactive files
Performs or oversees quality control check on files uploaded to the DMS
Coordinates with repository owners/Subject Matter Experts for importing files and related best practices
Monitors and audits access to physical and electronic confidential information
Generates reports and provides guidance to assist with transfers out of the firm
Proactively identifies non-compliance with Information Governance policies or practices and escalates as appropriate
Responds to end user questions providing solutions that adhere to IG policies and standards
Provides guidance to client teams on efficient use of the DMS and escalates any questions as appropriate
Works with client teams and administrative personnel to build compliant workflows and practices
Provides assistance to other IG team members on matter mobility best practices leveraging extensive practical experience and technical acumen
Supports local IG operations teams in completing core information management services including:
Label review validation printing and provision
Indexing material into RMS database
Location tracking
Onsite offsite and electronic collection audits
Processing collections for transfers for departing attorneys and clients
Coordinating pickups and deliveries from offsite storage vendors
Labeling and auditing of files under Ethical Wall or Legal Hold
Monitoring usage and compliance in electronic repositories
Locating and retrieving files in response to requests from authorized users
Uses routine and ad hoc reports to monitor compliance with IG policies and practices
Actively participates in departmental projects and initiatives
Performs other general administrative duties as assigned
Qualifications
Skills & Competencies
High attention to detail outstanding organizational skills and the ability to manage time effectively
Excellent proactive interpersonal and communication skills (oral and written) and professional demeanor and presentation
Analytical with strong problem-solving and research skills takes initiative and uses good judgment and has excellent follow-up skills
Ability to work under pressure to meet strict deadlines adapt to a fast-paced environment to achieve business goals and objectives
Highly motivated self-starter who can work well under minimal supervision as well as take a proactive approach in being team-oriented and escalates issues through proper channels
Recognize confidential sensitive and proprietary information and maintain confidentiality
Ability to establish and maintain effective working relationships with all levels of the organization and collaborate well in a team
Demonstrates excellent communication skills both written and verbal
Commitment to continuous education and development within the discipline
Proactive and independent management of workflow and tasks
Education & Prior Experience
High school diploma or equivalent required; Associates Degree or equivalent experience preferred
6 to 8 years of Information Management or related experience; experience in a law firm or other professional services firm preferred
Experience with Document Management and Records Management systems such as iManage or FileTrail preferred
Strong technical skills required including the ability to learn new software applications quickly
Technology
Proficiency with Windows-based software and Microsoft Word PowerPoint Excel and Outlook required
GT is an EEO employer with an inclusive workplace committed to merit-based consideration and review without regard to an individuals race sex or other protected characteristics and to the principles of non-discrimination on any protected basis.
Required Experience:
IC
Employment Type
Full-Time
