Job Summary
Rawle & Henderson LLP is seeking an experienced Records & Conflicts Manager to lead our firm’s conflicts management, matter intake, and records management functions. This role will direct our information governance and records management program, oversee conflict screening and ethical screens, and manage the full New Matter Request (NMR) lifecycle. The ideal candidate has 7+ years of law firm experience in records management and/or conflicts, including 3+ years in a leadership role, with advanced proficiency in Aderant Expert and Document Management Systems (e.g., iManage), and strong knowledge of insurance defense practices and Outside Counsel Guidelines (OCGs).
As a key operational leader, you will serve as the firm’s authority on conflicts, intake protocols, and records management systems. You will lead and develop a dedicated team, optimize workflows within Aderant, and ensure compliance with ethical obligations, client requirements, and insurance carrier guidelines.
This role requires a proactive leader who can balance operational excellence with sound judgment, discretion, and the ability to communicate effectively with partners and senior stakeholders.
Work Location: This is an in-office position based in Philadelphia, PA, requiring five (5) days per week onsite.
Key Responsibilities
Conflicts Management
- Lead the identification, analysis, and resolution of complex legal and business conflicts of interest
- Advise firm leadership on conflict risks, ethical screens, and compliance considerations
- Serve as a trusted resource for Firm Leadership on conflict-related matters and intake decisions
Matter Intake & Compliance
- Oversee the full New Matter Request (NMR) lifecycle, ensuring adherence to firm policies and client/carrier requirements
- Ensure accuracy and completeness of intake data, supporting downstream billing and compliance processes
- Partner with Chief Operating Officer/Executive Director, Billing and Collection Manager and Accounting Supervisor to align billing rates, retainers, and engagement terms with firm policies
Information Governance & Records Management
- Direct the firm’s comprehensive records management program, including both digital and physical records
- Ensure seamless integration between physical files and the Document Management System (DMS)
- Oversee records retention, destruction, and compliance with applicable regulations and firm policies
Reporting & Analytics
- Develop and deliver actionable reports on new matter intake, conflicts, and records activity
- Monitor data quality and implement improvements to enhance reporting accuracy and usability
Operational Leadership
- Manage, mentor, and develop a team of records and conflicts professionals
- Drive process improvements and workflow efficiencies, including automation and system optimization
- Lead departmental initiatives such as system upgrades, data migrations, and digitization projects
Vendor & External Coordination
- Manage relationships with off-site storage providers and other records vendors
- Oversee secure transfer of client files, ensuring chain-of-custody and data integrity
Policy & Compliance Leadership
- Maintain and update the firm’s Records Retention Policy in collaboration with firm leadership and General Counsel
- Monitor evolving data privacy laws and industry standards to ensure ongoing compliance
Qualifications
- Experience: 7+ years of records management and/or conflicts experience within a law firm, including at least 3 years in a leadership role
- Technical Expertise: Advanced proficiency with Aderant Expert and Document Management Systems (e.g., iManage)
- Industry Knowledge: Strong understanding of insurance defense practices, including carrier billing and Outside Counsel Guidelines (OCGs)
- Leadership Skills: Proven ability to lead, develop, and motivate a high-performing team
- Project Management: Experience leading operational improvements, system implementations, or digitization initiatives
- Communication: Excellent interpersonal and judgment skills, with the ability to interact effectively with attorneys and senior leadership
- Certifications (Preferred): Certified Records Manager (CRM) or Information Governance Professional (IGP)
- EOE. M/F/D/V
- RAWLE & HENDERSON LLP is a Mid-Atlantic regional law firm engaged in civil defense litigation and trial practice with offices in Pennsylvania, New Jersey, New York, Delaware and West Virginia. Founded in 1783, Rawle & Henderson has been recognized by the American Bar Association as the oldest law firm in continuous practice in the United States.
RAWLE & HENDERSON LLP has been recognized by U.S. News & World Report as One of the Best Law Firms to Work For in the U.S.A.
Benefits:
- 401(k)
- AD&D insurance
- Dental insurance
- Disability insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Vision insurance
Application Question(s):
- Do you have experience with iManage?
- How many years of records management and/or conflicts experience within a law firm do you have?
- Do you have experience with Aderant?
Ability to Commute:
- Philadelphia, PA 19102 (Required)
Work Location: In person
