Job Overview:

Are you a detail-oriented administrative pro with at least 2 years of remote case management or virtual assistant experience?

Our client is hiring a Law Firm Operations Administrative Coordinator to serve as the operational engine of their fast-paced criminal division. In this process-driven role, you will manage high-volume Outlook calendars, open new cases, process incoming documents, and close files with extreme precision. While no legal analysis or advice is required, success relies entirely on your consistency, follow-through, and ability to follow documented procedures under attorney supervision. Candidates with prior U.S. litigation or criminal defense experience—especially those familiar with Practice Panther or similar legal management systems—will stand out immediately! 

Schedule:

Full-time Monday - Friday, 8:00 AM - 5:00 PM CST (Abilene, Texas), with 1 hour unpaid break (40 work hours per week)

Responsibilities:

• New Case Opening: Prepare the letter of representation, entry of appearance, and initial discovery requests. Calendar all known settings and enter the initial deadlines. Schedule the client’s welcome call with the assigned paralegal and the strategy session with the attorney.
• Inbound Document Processing: Monitor the firm’s criminal intake channels throughout the shift — e-service notifications, mail scans, prosecutor productions, and client uploads. Download, rename to the firm standard, and file every document to the correct matter and subfolder. Extract dates and enter deadlines and settings into the calendar and case management system. Flag anything time-sensitive, unexpected, or unclear to the assigned paralegal same-shift.
• Calendaring and Court Dates: Enter every court setting to the criminal calendar using the firm’s standard naming and location format. Capture reset dates after each docket day and update the calendar, the file, and the client. Maintain calendar — no duplicates, consistent county and court formatting, correct completion markers, along with client contact confirmation noted.
• Client Court Reminders and Notices: Send written court-date notices to clients on the firm’s standard schedule and formats. Run the confirmation cadence ahead of every setting and escalate any client who has not confirmed.
• Appointment Setting: Schedule paralegal welcome calls, attorney strategy sessions, document-signing appointments, and reschedules. Confirm every appointment in advance and rebook no-shows.
• Discovery Administration: Prepare and track discovery requests to prosecutors’ offices. Log every production received, index its contents, and maintain a running record of what has and has not been produced.
• Review Requests and Reporting: Run the post-resolution review request sequence for eligible closed matters, under the firm’s advertising-compliance rules.

Requirements:

• 2 or more years in a remote administrative, case management, virtual assistant, or back-office coordination role.
• Clear, confident, professional spoken English to interact with American clients daily.
• Strong written English to draft client notices and internal summaries.
• Demonstrated accuracy with dates, deadlines, and document handling.
• Comfort working inside a documented procedure and following it consistently without improvisation.
• Reliable high-speed internet, a quiet dedicated workspace, a working computer, and a headset suitable for client calls.
• Discretion and ability to handle confidential criminal case information every day.

Qualifications (Preferred, Not Required):

• Prior experience supporting a United States law firm, particularly in litigation or criminal defense.
• Familiarity with Practice Panther or a comparable legal case management system.
• Experience with Microsoft Outlook calendar management at volume.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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