Case Manager Assistant-(Costa Mesa)

PATHWAY LAW FIRM; Costa Mesa (CA); On-site; USD 42,000 - 65,000; Full time

Job summary

Pathway Law Firm is seeking a focused Case Manager Assistant to support personal injury matters from intake to settlement. You will manage multiple ongoing cases, coordinate with clients and insurers, and help prepare demand packages.

The ideal candidate will have PI case management experience, superb communication, and strong organization, plus proficiency with common case management tools. Spanish/English bilingual ability is required for client interactions.

Qualifications

• Experience managing high-volume personal injury cases.
• Ability to communicate complex legal information clearly to clients.
• Excellent organizational and multitasking abilities.
• Strong problem-solving and proactive mindset.
• Familiarity with case management software (e.g., Filevine, Clio) a plus.
• Bilingual in Spanish and English required.

Responsibilities

• Support Case Managers in Handling High-Volume Caseloads – assist in day-to-day management of multiple personal injury cases.
• Assist with Case Intake & File Setup – gather input, accident details, and case docs into the firm’s system to establish new claims.
• Verify Insurance Coverage & Liabilities – contact insurers to confirm coverage, policy limits, and liability determinations.
• Draft and Send Legal Correspondence – prepare letters of representation, demand letters, and medical authorization requests.
• Open & Monitor Insurance Claims – initiate new bodily injury and property damage claims and follow up for timely processing.
• Property Damage Resolution – coordinate with adjusters and clients to settle damaged vehicle claims.
• Client Communication & Case Status Updates – provide ongoing updates on treatment, insurance progress, and case developments.
• Monitor Medical Treatment Plans – ensure adherence to prescribed plans and update managers on progress.
• Maintain Case Files & Documentation – keep files, medical records, reports, and correspondences organized.
• Liaise with Medical Providers & Collect Records – obtain bills, records, and treatment summaries for demands.
• Update & Maintain Case Management System – log case details, track progress, and ensure accessibility of client records.
• Assist with Demand & Settlement Preparation – help prepare case summaries, damages, and final medical records.
• Follow Up on Outstanding Documents & Requests – track missing records and insurance responses.
• Assist in Negotiation & Settlement Process – coordinate settlement paperwork and client signatures.
• General Administrative & Legal Support – handle calls, scheduling, and other tasks to progress cases.

Skills

PI case management

Communication skills

Organizational skills

Problem solving

Case management software

Bilingual Spanish/English

Tools

Filevine

Salesforce

Clio

CasePEER

Job description

Who We’re Looking For

We need a sharp, highly organized, and proactive Case Manager Assistant who thrives in a fast-paced, high-volume environment and is ready to assist in personal injury cases from start to finish. The ideal candidate is a problem solver, a master communicator, and an assistant powerhouse who knows how to keep things moving, and keep clients informed.

Key Responsibilities

• Support Case Managers in Handling High-Volume Caseloads – Assist in the day-to-day management of multiple personal injury cases, ensuring efficiency and organization throughout the claims process.
• Assist with Case Intake & File Setup – Gather and input client information, accident details, and case documentation into the firm’s case management software to establish new claims.
• Verify Insurance Coverage & Liabilities – Contact insurance companies to confirm coverage, policy limits, and liability determinations, ensuring that all necessary information is obtained for case processing.
• Draft and Send Legal Correspondence – Prepare and send letters of representation, demand letters, medical authorization requests, and other legal documents as needed.
• Open & Monitor Insurance Claims – Initiate new bodily injury and property damage claims with insurance carriers and follow up to ensure timely processing.
• Property Damage Resolution – Work closely with insurance adjusters and clients to facilitate the repair or total loss settlement of damaged vehicles, ensuring prompt resolution of property claims.
• Client Communication & Case Status Updates – Maintain consistent follow-ups with clients regarding treatment progress, insurance updates, and case developments.
• Monitor Medical Treatment Plans – Ensure clients are following prescribed treatment plans, attending medical appointments, and undergoing necessary evaluations, while updating case managers on treatment status.
• Maintain Case Files & Documentation – Keep case files, medical records, police reports, and insurance correspondences organized, properly filed, and up to date.
• Liaise with Medical Providers & Collect Records – Coordinate with doctors, physical therapists, and medical facilities to obtain bills, records, and treatment summaries for demand preparation.
• Update & Maintain Case Management System – Input case details, track progress, and ensure all client records, documents, and correspondence are accurately logged and easily accessible.
• Assist with Demand & Settlement Preparation – Work with case managers to prepare case summaries, calculate damages, and gather final medical records before submitting demands to insurance companies.
• Follow Up on Outstanding Documents & Requests – Track and follow up on missing medical records, billing statements, and insurance responses to avoid case delays.
• Assist in Negotiation & Settlement Process – Support case managers by coordinating settlement paperwork, obtaining client signatures, and finalizing disbursement documents.
• General Administrative & Legal Support – Provide additional support by handling phone calls, scheduling appointments, and assisting with other tasks related to case progression.

What You Bring to the Table

• Proven experience in personal injury case management – You know the ins and outs of handling PI cases like a pro.

• Exceptional communication skills – You can break down complex legal matters for clients in a way that makes them feel confident and supported.

• Superior organizational abilities – You thrive in high-volume environments and can juggle multiple cases without missing a beat.

• Problem-solving mindset – You see challenges as opportunities and find creative solutions to get results.

• Tech-savvy & detail-oriented – Experience with case management software (Filevine, Salesforce, Clio, CasePEER or similar) is a plus!

• Bilingual (Spanish/English) is required.

Why You’ll Love It Here

• We’re not just a law firm—we’re a movement dedicated to fighting for our clients and shaking up the industry.

• Competitive salary, bonuses, and growth opportunities—we reward top performers.

• A collaborative, high-energy work environment where your hard work is recognized and valued.

• Opportunities for career advancement—we promote from within and invest in our people.

• A firm that values YOU—we work hard, but we also believe in work-life balance and a culture of appreciation.

Why You Want to Work at Pathway Law Firm

• Join a firm that values your contributions and invests in your professional growth.

• Work in a collaborative, high-energy environment where your work directly impacts clients’ lives.

• Enjoy competitive pay, performance incentives, and excellent benefits.

• Opportunities for career advancement within a growing, reputable law firm.

• Be part of a team that is passionate about justice and client advocacy.

At Pathway Law Firm, we have a clear vision: to be a workplace where a diverse mix of talented professionals want to join, grow, and excel. We take pride in delivering exceptional results for our clients and recognize that our success is driven by the hard work, dedication, and creativity of our team.

Pathway Law Firm is committed to fostering an inclusive and diverse work environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Pathway Law Firm is an Equal Opportunity/Affirmative Action Employer and is fully committed to compliance with all federal, state, and local nondiscrimination laws. No questions in our application process are intended to solicit information that could be used for unlawful purposes.

In alignment with the Americans with Disabilities Act (ADA), applicants may request reasonable accommodations as needed during the hiring process.