Coordinator: Information Governance

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Information Governance department in our Houston office, as a Coordinator: Information Governance.

The Coordinator: Information Governance will support the day-to-day activities of the Information Governance Program, helping to ensure compliance with privacy, confidentiality, and information management policies. This role requires a foundational understanding of physical and electronic legal recordkeeping, basic experience with technology tools related to information management, and strong organizational skills.

Responsibilities include supporting the management of physical and electronic information throughout its lifecycle, including receipt, classification, storage, maintenance, retention, and disposition. The IGC assists with coordinating file transfers and file intake by working with Information Governance leads, lawyers, IT staff, and external parties to ensure files are securely handled. They also support tasks related to lawyer and staff departures, including tracking assignments, maintaining records, and helping to identify and mitigate risk.

The Coordinator: Information Governance helps review and organize unstructured data by client matter, proposes basic cleanup approaches, and assists with data migrations as needed. They will address data quality and migration issues under the direction of senior team members and contribute to projects and initiatives as assigned. This role also involves providing basic guidance to lawyers and business services staff on information governance processes and procedures.

In addition to IG responsibilities, the role provides administrative library support. Duties include processing interlibrary loans and document retrievals, conducting basic research including online resources, corresponding directly with legal staff regarding requests, checking in and processing library materials, handling library invoice submissions through Chrome River, and distributing mail utilizing the automatic library system (Softlink).

The Coordinator: Information Governance also assists with reference and in-depth business and legal research, as needed, for all U.S. and global office libraries.

Essential Functions:

• Supports the receipt, review, and proper classification of incoming electronic and physical client matter data into Firm-approved systems and repositories
• Assists with preparing and coordinating physical records for off-site storage, including tracking inventory, arranging retrievals, and maintaining accurate chain-of-custody documentation
• Processes records management service requests via phone, email, and records management systems, escalating issues when appropriate
• Retrieves and reviews client and administrative files (both electronic and physical) to determine eligibility for retention, storage, or destruction based on Firm policies
• Assists with data integrity projects by conducting reviews of existing files to ensure compliance with metadata standards and folder structures
• Prepares files and data for secure transfer to external parties during lawyer departures, client file transfers, and matter mobility projects
• Assists with litigation hold activities by updating records databases, identifying impacted records, and coordinating with Legal Risk Management and IT teams
• Performs electronic inventory of physical files using portable scanners and uploads inventory information into the records management system
• Supports invoice and vendor tracking activities related to off-site storage, including verifying deliveries, reviewing invoices for accuracy, and assisting with resolving discrepancies
• Provides basic training and assistance to staff on the proper use of the Firm’s records management and document management systems
• Helps maintain organization of case rooms, attorney workrooms, and client file storage areas as needed to support active matters
• Contributes to the development and refinement of records management procedures by identifying process improvements during daily tasks
• Stays informed about Information Governance and Records Management best practices through ongoing training and learning opportunities
• Assists with departmental projects, process audits, data clean-up initiatives, and other special assignments as needed
• Responsible for opening, sorting, distributing mail; shelving and loose-leaf filing; retrieving and delivering library materials both withing and outside of the Firm
• Assists with publication check in and routing, invoice processing, bar coding and labelling
• Maintains professional appearance of the satellite library collections
• Makes recommendations regarding collection development
• Responsible for collection maintenance.
• Responsible for check-in process of library mail into Softlink
• Provide Library orientation for new legal staff
• Work with Lexis and Westlaw account representatives to coordinate training and maintenance of passwords for legal staff
• Communications with management team on projects and deadline issues
• Assists with special projects and coverage as needed in ancillary business service departments
• Support docketing tasks as needed, including assistance with electronic filing and audit letters
• Maintenance of centralized docket application, processing all incoming pleadings and creating calendar events based upon information in the pleadings and/or statutory rules of courts
• Performs other duties as assigned or required to meet Firm goals and objectives

Education/Training/Certifications:

• Bachelor’s degree in a related field. An equivalent combination of education and/or experience may be considered in lieu of the degree when the experience has been directly related to the functions of the job

Professional Experience:

• Minimum of 1–3 years of experience in information governance, records management, or a related field, preferably in a law firm or professional services environment
• Experience assisting with the implementation of policies and procedures related to the management of physical and electronic records, compliance, and information lifecycle requirements
• Preferred: 1-3 years of experience in a law library working with professional cataloger and experience doing in-depth business and legal research in a variety of practice areas
• Demonstrated ability to support operational processes and contribute to team initiatives focused on improving efficiency, accuracy, and service delivery within a records or information governance environment

Technical Skills:

• Proficiency in Microsoft Office products
• Experience with IG systems (e.g., records management databases, document management systems like iManage, or other enterprise content management tools) required
• Experience conducting large scale reviews of complex data sets
•  Ability to analyze data using a variety of data reporting tools
• Preferred: Knowledge of content and proficiency in the navigation of all comprehensive and practice specific research platforms such as Lexis + AI / Protégé, Westlaw Precision AI, Wolters Kluwer’s VitalLaw, Bloomberg Law, Intellize+ AI, Lex Machina, Courtlink, PLI Plus, HeinOnline, OneSource D&B, and several others
• Ability to keep current and master all current manner of business and legal research and all emerging, or forthcoming technological enhancements such as artificial intelligence, Generative AI, ChatGPT and analytics

Performance Traits:

• Strong written and verbal communication skills, able to communicate and negotiate effectively and in a professional manner with all levels of the Firm and outside vendors.
• Ability to work in a diverse team environment and effectively support the demanding needs of the firm.
• Ability to work under pressure, meet deadlines with shifting priorities.
• Must be a self-starter with a high level of initiative.
• Strong customer service skills, able to anticipate needs and exercise independent judgment.
• Strong attention to detail, organizational skills and the ability to handle multiple projects.
• Maintains confidentiality and exercises discretion.
• Exercises solid strategic thinking and problem-solving skills.
• Ability to effectively prioritize tasks, manage time and resources
• Willingness to understand and work with changing priorities and take on new projects.

Physical Requirements:

• Physical mobility and ability to move/lift boxes, files, binders, etc.
• Ability to lift up to 35 lbs. and operate carts, hand trucks, etc.

The typical pay scale for this position is between $52,700 and $69,700, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

#LI-HYBRID #LI-PT1