Data Management Coordinator

Job Description

Job Description

Data Management Coordinator

Selis Law

Selis Law is seeking a Data Management Coordinator to support accurate, organized, and reliable administrative operations across the firm.

This role is responsible for data accuracy, document management, mail processing, signing support, front-office support, and assigned intake-related administrative tasks.

The ideal candidate is highly detail-oriented, organized, dependable, and comfortable working within structured processes where accuracy and follow-through are essential.

Position Summary

The Data Management Coordinator is an execution-focused administrative role that helps ensure firm data, documents, mail, and support processes are completed accurately and consistently.

This role is responsible for:

• Data integrity.
• Scanning and document management.
• Uploading and labeling records.
• Mail and postage processing.
• Tracked-mail documentation.
• Signing-packet preparation.
• Front-office support.
• Assigned intake support.
• General administrative process execution.

The DMC works under the Chief Operating Officer and receives day-to-day operational oversight from the Office Manager for office-process execution.

Primary Responsibilities

Data and Record Accuracy

• Enter and update assigned information accurately.
• Maintain reliable client and matter records.
• Identify obvious data errors or discrepancies.
• Support data cleanup and record accuracy.
• Escalate unclear or unresolved issues rather than guessing.

Document Management

• Scan, upload, label, and organize documents accurately.
• Ensure documents are placed in the correct client or matter record.
• Follow established naming and filing standards.
• Maintain organized physical and electronic records.
• Identify incomplete, misplaced, or unclear documents.

Mail and Postage

• Process incoming and outgoing mail.
• Route documents appropriately.
• Prepare correspondence for mailing.
• Handle certified, tracked, priority, or other special mail as assigned.
• Maintain required mailing documentation.

For tracked or certified mail, this may include:

• Mailing receipts.
• Tracking numbers.
• Delivery confirmations.
• Copies of mailed correspondence.
• Other required supporting records.

Signing Support

• Print and prepare signing packets after legal approval.
• Ensure the correct approved documents are used.
• Support routine signing logistics.
• Scan and upload completed signing documents.
• Route originals according to firm procedures.
• Escalate document-version or legal questions to the legal team.

Front-Office and Office Support

• Support front-office readiness.
• Assist with client-facing areas.
• Support workspace and new-hire setup.
• Assist with routine office-support tasks.
• Help maintain an organized and professional office environment.

Intake Support

• Support the Intake Coordinator with assigned administrative tasks.
• Assist with data entry and data cleanup.
• Scan, upload, label, and organize prospective-client documents.
• Support intake forms.
• Assist with scheduling, confirmations, phone coverage, or front-office intake support when assigned.

The Intake Coordinator retains ownership of the intake process and prospective-client experience.

Key Working Relationships

Chief Operating Officer

The COO owns firm-wide operations, systems, staffing structure, technology, vendors, KPIs, and operational accountability.

The DMC executes assigned administrative and data-related processes within those systems.

Office Manager

The Office Manager provides day-to-day oversight for many office processes involving:

• Mail.
• Scanning.
• Document flow.
• Signing logistics.
• Front-office readiness.
• Workspace setup.

The Office Manager oversees the process; the DMC performs the assigned work.

Intake Coordinator

The Intake Coordinator owns prospective-client intake.

The DMC provides administrative and document-processing support as assigned.

Legal Team

Attorneys and paralegals own legal work and legal judgment.

The DMC supports document and signing processes but does not provide legal advice or make legal decisions.

Ideal Candidate

The ideal candidate:

• Is highly accurate.
• Is organized and dependable.
• Follows established processes consistently.
• Pays attention to detail.
• Handles repetitive but important work carefully.
• Is comfortable working with confidential information.
• Communicates professionally.
• Knows when to stop and verify rather than guess.
• Can manage multiple administrative priorities.
• Works well in a support role across several departments.

Required Qualifications

• Strong attention to detail.
• Strong organizational skills.
• Accurate data-entry skills.
• Ability to follow structured procedures consistently.
• Ability to manage multiple administrative priorities.
• Strong written and verbal communication.
• Ability to maintain confidentiality.
• Ability to work accurately with documents and client information.

Preferred Qualifications

• Prior legal-office or professional-services experience.
• Experience with document-management or case-management systems.
• Experience with scanning, records, or file management.
• Experience processing mail or tracked correspondence.
• Experience supporting a front office.
• Experience with administrative or intake support.

Key Traits for Success

• Accuracy.
• Reliability.
• Organization.
• Attention to detail.
• Consistency.
• Follow-through.
• Professionalism.
• Good judgment.
• Confidentiality.
• Process discipline.
• Willingness to verify rather than assume.

Performance Expectations

Success in this role includes:

• Client and matter data is accurate.
• Documents are processed and filed correctly.
• Mail is handled promptly and completely.
• Tracked-mail documentation is preserved.
• Signing packets are prepared accurately.
• Front-office support is reliable.
• Intake-support tasks are completed correctly.
• Errors are identified and corrected promptly.
• Administrative processes do not fail because of missed execution-level steps.

What This Role Does Not Include

This position does not own:

• Office-management oversight.
• Firm-wide operations.
• Financial management.
• KPI strategy.
• Vendor contracts or negotiations.
• Staffing decisions.
• Prospective-client intake ownership.
• Post-engagement client-service ownership.
• Legal advice.
• Legal strategy.
• Legal document drafting.
• Practice-area matter management.

Compensation

Compensation will be commensurate with experience and qualifications.

How to Apply

Qualified candidates should submit a resume and a brief statement describing their administrative, document-management, records, data-entry, or office-support experience.

We pride ourselves on our client-centric approach and our commitment to fostering a supportive and collaborative work environment. As a member of our team, you will play a key role in providing top-tier legal services that make a meaningful difference in our clients' lives. We offer competitive compensation, professional development opportunities, and a culture that values integrity, innovation, and work-life balance.

Company Description

We pride ourselves on our client-centric approach and our commitment to fostering a supportive and collaborative work environment. As a member of our team, you will play a key role in providing top-tier legal services that make a meaningful difference in our clients' lives. We offer competitive compensation, professional development opportunities, and a culture that values integrity, innovation, and work-life balance.