A growing personal injury law firm focused on delivering high-quality legal services through structured processes and operational efficiency. The firm manages cases from intake through litigation, ensuring every case is handled with precision, organization, and consistency.

The organization prioritizes workflow discipline, documentation accuracy, and proactive case management to support legal teams and maximize outcomes.

About the Role

The Legal Operations Coordinator is responsible for managing the operational flow of cases from intake through litigation preparation.

This role ensures that all case files are complete, organized, and continuously progressing. The position focuses on execution, documentation, follow-up, and workflow management to prevent delays and maintain efficiency.

The ideal candidate is highly organized, process-driven, and capable of managing multiple cases simultaneously with minimal supervision.

Key Responsibilities

1. Intake & Case Setup

• Manage new client intake and ensure accurate data entry into the case management system
• Create and organize new matters with proper folder structure
• Ensure all intake documents and authorizations are completed and stored correctly

2. Case File Organization & Maintenance

• Maintain structured and up-to-date digital case files
• Ensure all required documentation is present (medical records, bills, supporting docs)
• Monitor file completeness and proactively identify missing items

3. Medical Records & Billing Coordination

• Request, track, and follow up on medical records and billing
• Maintain logs of outstanding requests
• Ensure updated records are consistently reflected in case files

4. Pre-Litigation Support

• Assist in preparing cases for demand and litigation readiness
• Ensure all required documentation is complete and organized
• Track timelines and trigger next steps in the case lifecycle

5. Litigation Preparation Support

• Assist with preparation of complaints, disclosures, and witness lists
• Organize documentation for filing
• Ensure all materials are current prior to submission

6. Workflow & Task Management

• Build and manage task lists within case management systems
• Set reminders and deadlines for case milestones
• Ensure consistent follow-up to keep cases progressing

7. Client Follow-Up & Communication

• Conduct client check-ins and follow-ups
• Communicate via email and phone
• Ensure clients remain informed and engaged

8. Process Improvement & Automation

• Identify opportunities to streamline workflows
• Implement structured processes for recurring tasks
• Support integration of tools and automation systems

Qualifications

Required

• Experience in personal injury or legal operations
• Understanding of case lifecycle from intake to litigation
• Experience managing medical records and case documentation
• Strong organizational and attention to detail skills
• Ability to follow structured workflows
• Strong communication skills
• Experience with case management systems
• Ability to work independently

Preferred

• Experience in personal injury law firms
• Exposure to litigation preparation
• Experience with demand packages and complaint filing
• Experience working remotely

Typical Work Day

• Review and update case files
• Follow up on medical records and billing
• Manage task lists and deadlines
• Communicate with clients
• Prepare documentation for legal processes
• Ensure case progression

Typical Workweek

• Maintain active case progression across all files
• Track documentation and follow-ups
• Support litigation preparation
• Optimize workflows and processes
• Ensure no case becomes stagnant

Performance Evaluation

Performance is measured based on:

• Accuracy and completeness of case files
• Timeliness of document retrieval
• Case progression and workflow efficiency
• Reduction of delays and missing documentation
• Task tracking and deadline management
• Client communication consistency

Work Environment

• Fully remote role
• Requires reliable internet and professional workspace
• High level of organization and independence
• Ability to manage multiple systems simultaneously

Software & Tools

• Case management systems
• Document management systems
• Communication tools (email, phone)
• Task and workflow tracking tools

Final Notes

This role is critical in ensuring that every case is properly managed, fully documented, and consistently progressing. The Legal Operations Coordinator directly impacts operational efficiency and case outcomes by maintaining structure, organization, and execution.