Legal Assistant / Client Specialist

This role supports the In-Suit team in executing and managing case files from inception to conclusion. Provides outstanding client service during the litigation / in-suit process and throughout the engagement. Operates with the highest ethical standards and integrity, ensuring confidentiality. Partners with Pre-Suit team to transition cases efficiently, ensuring a seamless experience for clients, progressing case timely.

Job Responsibilities :

• Provide administrative support to attorneys and paralegal; process mail, file, provide phone support and perform other general office duties as requested; may perform receptionist duties
• Draft all correspondence including but not limited to initial / case documents, letters, notice of hearing, notice of deposition, notice of mediation, notice of cancelations, notice of appearance, notice of email designation, initial discovery to defendant, complaint shell, letters to medical providers, letters to judges, opposing counsel, motion shells, objections shell, client authorizations and proposed orders
• Schedule and calendar all case-related meetings, events and tasks, manage logistics and necessary items to conduct meetings efficiently and effectively; meetings include hearings, depositions, non-binding arbitration, mediations, telephone conference, client settlement distributions,
• Coordinate and hire external partners for meetings including court reporters, experts, etc.
• Manage calendar deadlines, case management plans, trial orders and other court-related orders
• Submits summons to process server to execute; documents in CLIO with required response date and notifies court of receipt of service
• Retrieves summons response and converts to discovery; schedules discovery review with client and paralegal; participates in preparation for discovery meeting as needed
• Coordinates mediation and prepares mediation summary
• Support preparation efforts with attorneys for meetings and events including document preparation, PowerPoint and presentation needs, reports and any other necessary items
• Manage client appointments including depositions, non-binding arbitrations, CME’s and mediations
• Download and update docket information, Sunbiz / Leepa information, deposition transcripts and exhibits, medical records and bills; ensure information is up-to-date, accurate and entered in CLIO
• Create shareable links and files for digital file preparation and sharing of records and bills for production documents and medical chronology purposes
• E-file all documents as appropriate; submit all proposed letters and orders to judge for review
• Schedule and coordinate site inspections and evidence inspections
• Submit invoices to Firm Administrator for processing and documenting / uploading into CLIO and financial systems
• Download and document pleadings into case file for subsequent court filing
• Download and document docket information on a monthly basis
• Work independently to manage and progress case load efficiently and within timing guidelines, always focusing on quality and service delivery, requesting support when needed
• Maintain consistent communication with attorneys on client updates and status; demonstrate urgency to communicate pertinent case information
• Enter client information and all supporting documentation throughout the in-suit / litigation process into CLIO; ensure digital files are updated timely and accurately with clear information and status updates and maintain review-ready case files at all times; may create and update hard copy files as requested
• Communicate and build rapport with clients, adjusters, physicians and other external parties, representing the firm professionally and with integrity
• Update all required reports and documentation in a timely manner
• May assist to coordinate conferences, telephone conferences and any other type of conference or digital meeting
• Close case files when completed, ensuring all final documents are in place and CLIO is updated with final notes, files and other pertinent information
• Engage external services as needed including experts, private investigators; receive summary reports and review with attorney for appropriate next steps
• Partner with Pre-Suit team to transition cases for litigation
• Contribute to monthly team meetings, both In-Suit and cross-function, demonstrating preparedness to summarize and present pertinent information to team members and stakeholders
• May support hurricane-related or other legal cases as needed
• Other duties as assigned

Qualifications :