We are seeking a detail-oriented, empathetic, and highly organized Paralegal / Case Manager to support a US-based law firm handling plaintiff-side litigation (employment law and personal injury). This is a hands-on operational role combining legal intake, client communication, case management, and drafting support.
The ideal candidate possesses strong written and verbal English communication skills, a calm demeanor when handling sensitive intake calls, and hands-on experience managing cases within legal CRM platforms.
Key Responsibilities
1. Legal Intake & Case Qualification
- Answer inbound phone calls, web leads, and texts from potential clients using the firm’s screening scripts.
- Conduct detailed intake interviews, gathering critical case facts (employer information, dates of employment, termination details, pay disputes, protected classes, or injury details).
- Perform initial case qualification checks (statute of limitations, employer size, at-will vs. contract status) and flag strong leads to the attorney on the same day.
- Send, track, and follow up on retainer agreements and intake forms via e-signature tools.
2. Client Management & Communication
- Provide a warm, steady, and empathetic phone presence for clients navigating job loss or personal injury.
- Schedule client consultations and manage attorney calendar availability.
- Conduct regular client check-ins on treatment progress, address status inquiries, and ensure no gaps in medical care occur.
3. Medical Records, Bills & Insurance Coordination
- Request and systematically track medical records and bills from healthcare providers.
- Correspond directly with insurance adjusters regarding claim setup, PIP/MedPay, liability, and property damage updates.
- Maintain accurate, up-to-date case notes, deadlines, and logs in the case management system.
- Flag fully documented files that are ready for demand drafting to the attorney.
4. Paralegal & Case Drafting Support
- Organize client documentation and construct structured case chronologies.
- Draft demand letters, administrative agency filings (EEOC, CRD, DLSE), and legal correspondence using firm templates.
- Follow up with clients proactively to gather outstanding records and evidence.
Schedule: 9am - 5pm PST
Requirements
- Experience: Minimum 1+ year of experience in a US law firm as a Case Manager or Paralegal (plaintiff-side litigation, employment law, or personal injury preferred).
- Communication Skills: Excellent spoken and written English with clear, professional drafting abilities for legal notes, attorney summaries, and client/adjuster correspondence.
- Phone Demeanor: Calm, steady, and empathetic phone manner suited for distressed clients.
- Core PI Lifecycle Knowledge: Solid grasp of the full case lifecycle (intake, medical treatment tracking, records/bills retrieval, demand preparation, negotiations, and settlement).
- Insurance & Provider Handling: Direct experience coordinating with medical providers and communicating with insurance adjusters.
- Software Proficiency: Hands-on experience with legal case management systems (Filevine, CASEpeer, Clio, Litify, SmartAdvocate, or equivalent).
- Organization: Highly organized with proven ability to manage heavy caseloads, prioritize deadlines, and drive proactive follow-ups.
Client Systems & Tools
- Case Management Systems: Filevine, CASEpeer, Clio, Litify, SmartAdvocate, or similar legal CRMs.
- Communication & E-Signature: E-signature platforms (DocuSign/HelloSign), VoIP phone systems, and web lead management tools.