Digital Records and Matter Management Specialist

The Digital Records and Matter Management Coordinator is responsible for overseeing the organization, storage, retrieval, and destruction of digital records and matter-related data within BRG. This position collaborates closely with various departments such as Legal, Accounting, IT, and Risk & Compliance to ensure efficient management of all records and case information in compliance with regulatory standards. Reporting directly to IT’s Asset Management team, the role plays a key part in ensuring seamless integration of digital records systems across departments.

Key Responsibilities:

• Matter Lifecycle Management: Oversee the full lifecycle of BRG matters, ensuring all documentation is properly captured and maintained, from intake to closure. Ensure deadlines and milestones are tracked in collaboration with the Legal Department.

• Collaboration with Legal Department: Serve as a liaison between the Legal and other departments, assisting in the organization, storage, and management of legal documents such as pleadings, briefs, and discovery materials. Maintain an up-to-date digital record for active and closed matters.

• Coordination with Accounting Department: Work closely with the Accounting team to ensure financial records such as billing, invoicing, and expenses are properly recorded and reconciled with legal documentation.

• Digital Records Management: Implement and manage a digital records system that securely stores matter-related documents and financial records. Develop and enforce retention policies in compliance with legal and organizational requirements. Continuously assess and improve the management processes.

• Compliance and Risk Management: Ensure all matter-related records are managed in compliance with applicable laws, regulations, and client requirements. Address legal holds, subpoenas, and compliance-related requests.

• System Administration & Support: Manage the matter management and digital records systems, including user setup, system security, and troubleshooting issues. Provide training and support to Legal and Accounting teams.

• Reporting & Documentation: Generate reports on matter status and records management for senior management. Maintain detailed documentation of processes, configurations, and user guides. Track KPIs related to matter management and digital record efficiency.

• Develop and Lead Program: Lead the development of the Digital Records and Matter Management Program. Implement data governance strategies and ensure compliance with data protection standards such as GDPR, CCPA, and industry frameworks (SOC2, ISO27001, etc.).

• Process Optimization & Automation: Identify opportunities for process improvement, automation, and enhanced efficiency within matter management and records processes.

Qualifications & Skills:

• Education: Bachelor’s degree or equivalent work experience.
• Experience: 5+ years of experience in data management or digital records management, with a solid understanding of legal and financial documentation.
• Knowledge of Compliance Frameworks: Familiarity with industry standards such as SOC2, ISO27001, HIPAA, HITRUST, and data privacy regulations like GDPR and CCPA.
• Strong Communication Skills: Excellent written and verbal communication skills, with the ability to collaborate effectively with cross-functional teams.
• Data Management & Troubleshooting: Strong skills in data management, problem-solving, and troubleshooting in high-pressure environments.
• Attention to Detail: Ability to prioritize tasks and manage multiple projects while ensuring accuracy and compliance.

Additional Requirements:

• Must be legally authorized to work in the U.S. without company sponsorship.

What BRG Offers:

• Competitive salary package with opportunities for career growth and development.
• Collaborative working environment with a focus on compliance, efficiency, and process optimization.