Information Governance Coordinator

About Us:

Marshall, Gerstein & Borun LLP provides sophisticated intellectual property advice and legal services to many of the world’s largest, most innovative businesses, research institutions, universities, and entrepreneurs. For more than six decades, we have been exclusively dedicated to excellence in the practice of IP law. Our size and singular focus enhance efficiency, foster responsive and creative decision-making, and help clients achieve mission-critical results. We cultivate trust, communicate clearly, and deliver effective solutions.

Your Role:

As the Information Governance Coordinator, you will play a pivotal role in the firm’s data lifecycle, ensuring the accurate classification, organization, and maintenance of electronic records across core systems such as NetDocuments, and Intapp. This role supports legal and business professionals by applying best practices in information governance, electronic records management, and data accuracy. You will collaborate with stakeholders across departments to streamline records procedures, train personnel, and assist with compliance-related initiatives. You’ll also be a key contributor to the development and implementation of process improvements aligned with the firm’s strategic objectives, particularly within new business intake and electronic records. This is a critical position that helps ensure information is accessible, secure, and accurately maintained throughout the client and matter lifecycle.

Your Impact:

• Information Classification & Governance: Implement best practices for classifying and managing electronic records across enterprise repositories including NetDocuments (DMS & NDToolKit), Intapp (New Business Intake & Conflicts modules), and Microsoft Office.
• Cross-Departmental Collaboration: Coordinate with the Chief Innovation Management Officer, Records Management Coordinator, and administrative staff to develop and document procedures that support the accurate and secure handling of firm records.
• Training & Support: Help train staff on best practices related to records governance and new business intake, reinforcing compliance, and reducing risk.
• Process & System Improvement: Collaborate with the Chief Innovation Management Officer, Records Management Coordinator, and other key stakeholders to develop and document current procedures, streamline electronic records processes, and enhance system functionality. Support firm-wide initiatives to improve efficiency, standardize workflows, and strengthen information governance across departments.
• Database Maintenance and Reporting: Ensure accuracy and consistency of data by maintaining records in various systems, including updates from New Business Intake forms and quality control on client and matter information.
• Operational Backup: Provide backup support for client/matter creation, New Business Intake Coordinators, and electronic file processing to ensure continuity and timely responsiveness for business-critical functions.

YOUR SKILLS:

Required:

• Strong customer service mindset with experience supporting internal stakeholders such as attorneys and administrative staff.
• Exceptional attention to detail and accuracy, especially when managing sensitive or complex data.
• Demonstrated initiative, accountability, and the ability to adapt to changing responsibilities aligned with the firm’s strategic goals.
• Excellent verbal and written communication skills, with an ability to interact effectively at all levels of the firm and externally as needed.
• Advanced organizational and problem-solving skills, with a proven ability to manage competing deadlines and shifting priorities.
• Ability to work independently in a dynamic, fast-paced environment.
• Flexibility to work outside regular business hours, as needed.
• Strong grammatical, proofreading, and writing skills.
• Discretion and ability to maintain confidentiality.

 

Preferred:

• Prior experience in records management, preferably in an intellectual property or legal environment.
• Working knowledge of document management systems (NetDocuments (DMS & NDToolKit), Intapp (New Business Intake & Conflicts modules), and Microsoft Office is helpful, but not required.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with legal terminology, IP records, and matter lifecycle management is a plus.

 

YOUR REWARDS:

• Competitive salary, overall compensation and 401(k)
• Hybrid Remote Work Policy (2 Days In Office, 3 Days Remote)
• In-house and external learning and development opportunities
• Career Coaching Services
• Generous health insurance, mental health and well-being benefits
• Salary $68,000 to $77,000

EEO Statement

Our Firm is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status and/or any other legally protected characteristics. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email HumanResources@marshallip.com.