Docketing Coordinator

White & Case LLP; New York; Hybrid; USD 80,000 - 110,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

401(k) retirement savings

Parental leave

Job summary

White & Case LLP in New York seeks a Docketing Coordinator to manage centralized calendaring, deadlines across jurisdictions, and docketing workflows. You will train staff, resolve complex date calculations, and liaison with IT and vendors to improve systems.

Ideal candidates have 5+ years in a large law firm docketing role, strong rule knowledge, and excellent communication skills to support case teams and maintain accuracy across calendars.

Qualifications

• 5+ years' experience in a Managing Attorney’s/Clerk’s Office at a large law firm.
• Advanced knowledge of federal and state court rules and deadline calculation.
• Proficiency with docketing and case management software such as CourtAlert, Milana or CompuLaw.
• Familiarity with CompuLaw, CourtAlert, Bloomberg Law, and ECFx, Courthouse News, CourtAlert, Bloomberg Law, PacerPro, and ECFx.
• Strong technical skills and experience troubleshooting software or vendor-related issues.
• Comprehensive understanding of litigation stages and associated workflows.
• Ability to handle, prioritize, and complete assignments with competing deadlines.
• Attention to detail and a high level of accuracy in all work activities.
• Positive, resourceful, and flexible approach.
• Excellent written and verbal communication skills.

Responsibilities

• Serve as the designated coordinator of the department's centralized calendaring inbox and related calendaring operations and workflows.
• Monitor and manage calendaring requests to ensure prompt review and distribution.
• Assign docketing and calendaring tasks to team members based on workload, jurisdiction, and complexity.
• Track calendaring requests to completion to ensure accuracy and timeliness.
• Oversee setup of new matters in the firm's docketing system, ensuring triggering dates, deadlines and jurisdiction specific requirements are properly entered.
• Ensure case teams receive confirmation of case setups and calendared deadline reports.
• Address complex calendaring questions and issues raised by case teams and provide guidance.
• Act as key point of contact for case teams regarding calendaring capabilities and limitations, alert coverage, and jurisdiction-specific practices.
• Troubleshoot technical issues involving calendaring software and third-party alert providers.
• Collaborate with internal IT teams and external vendors to resolve system issues and improve functionality.
• Develop and maintain internal protocols for inbox management, task assignment, and quality control practices.
• Identify and recommend process improvements to enhance workflow efficiency and reduce risk.
• Assist in training team members on date calculation, best practices, and docketing system features.
• Stay informed of rule changes and assess their impact on calendaring processes.
• Prepare presentation materials for weekly meetings, addressing recent rule changes, refreshers, and highlighting key rules and deadline differences in new jurisdictions.
• Oversee IP docketing inboxes and serve as the primary liaison between the internal IP team and the external docketing vendor and support team, clarifying practices and procedures and assisting with technical issues.

Skills

Docketing expertise

Legal calendaring

Rule knowledge

Software troubleshooting

Litigation workflows

Attention to detail

Communication skills

Time management

Tools

CourtAlert

Milana

CompuLaw

ECFx

PacerPro

Bloomberg Law

Job description

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm's day-to-day operations. Our team manages the infrastructure, systems and services -both globally and locally-relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible.

The Docketing Coordinator will oversee the Firm's centralized litigation calendaring functions, ensuring accurate, timely, and consistent management of all deadlines across jurisdictions. This role serves as the coordinator of the department's calendaring inbox and related requests, assigning and tracking docketing tasks, supervising new matter setup, and acting as a key resource for case teams on complex date calculations, procedural rules, and department capabilities. The Docketing Coordinator will troubleshoot calendaring and vendor related technical issues, collaborating with internal and external stakeholders to enhance systems and develop protocols that promote efficiency and reduce risk. This role requires close collaboration with attorneys, legal assistants and practice support staff to provide reliable calendaring information, resolve discrepancies and promote best practices in deadline management. It also includes training team members, preparing training presentations for the department, and serving as a liaison for the department's IP docketing operations.

Duties and Responsibilities

• Serve as the designated coordinator of the department's centralized calendaring inbox and related calendaring operations and workflows
• Monitor and manage calendaring requests to ensure prompt review and distribution
• Assign docketing and calendaring tasks to team members based on workload, jurisdiction, and complexity
• Track calendaring requests to completion to ensure accuracy and timeliness
• Oversee setup of new matters in the firm's docketing system, ensuring triggering dates, deadlines and jurisdiction specific requirements are properly entered
• Ensure case teams receive confirmation of case setups and calendared deadline reports
• Address complex calendaring questions and issues raised by case teams and provide guidance
• Act as key point of contact for case teams regarding calendaring capabilities and limitations, alert coverage, and jurisdiction-specific practices
• Troubleshoot technical issues involving calendaring software and third-party alert providers
• Collaborate with internal IT teams and external vendors to resolve system issues and improve functionality
• Develop and maintain internal protocols for inbox management, task assignment, and quality control practices
• Identify and recommend process improvements to enhance workflow efficiency and reduce risk
• Assist in training team members on date calculation, best practices, and docketing system features
• Stay informed of rule changes and assess their impact on calendaring processes
• Prepare presentation materials for weekly meetings, addressing recent rule changes, refreshers, and highlighting key rules and deadline differences in new jurisdictions
• Oversee IP docketing inboxes and serve as the primary liaison between the internal IP team and the external docketing vendor and support team, clarifying practices and procedures and assisting with technical issues

Qualifications

• 5+ years' experience working a Managing Attorney's/Clerk's Office at large law firm
• Advanced knowledge of federal and state court rules and deadline calculation
• Proficiency with docketing and case management software, such as CourtAlert, Milana or Compulaw.
• Familiarity with CompuLaw, CourtAlert, Bloomberg Law, and ECFx, Courthouse News, CourtAlert, Bloomberg Law, PacerPro, and ECFx
• Strong technical skills and experience troubleshooting software or vendor-related issues
• Comprehensive understanding of litigation stages and associated workflows
• Ability to handle, prioritize, and complete assignments with competing deadlines
• Attention to detail and a high level of accuracy in all work activities
• Positive, resourceful, and flexible approach
• Excellent written and verbal communication skills

Compensation

• New York Compensation Range: $80,000-$110,000

This role reports to

Managing Attorney

Equal Opportunities

White & Case is an Equal Employment Opportunity (EEO) employer and is committed to creating a fair workplace. It is our Firm's policy to recruit, employ, train, compensate and promote without regard to race, color, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.

Applicants who are interested in applying for a position and require an accommodation during the process should contact [e-mail].

Benefits at White & Case

• White & Case LLP offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, vacation time, and leave programs (including parental leave). Exempt roles are also performance bonus eligible.

The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.