Legal Admin / Case Coordinator

ImmigrationJobs; Los Angeles (CA); Hybrid; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a highly organized Legal Admin / Case Coordinator for a long-term contract in Los Angeles. This hybrid role involves critical responsibilities in the arbitration process, including scheduling hearings, managing arbitrator appointments, and performing various administrative tasks. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational and communication skills while ensuring the smooth operation of case management. Join a dynamic team where your contributions will directly impact the efficiency of legal proceedings and support the arbitration community.

Qualifications

• 4+ years of experience in legal administration or related field.
• Proficiency in electronic office applications and standard office equipment.

Responsibilities

• Coordinate arbitrators and manage scheduling for hearings and conferences.
• Maintain electronic and physical files, ensuring proper documentation.

Skills

Organizational Skills

Communication Skills

Detail-oriented

Time Management

Education

High School Diploma

Bachelor's Degree

Tools

Electronic Office Applications

Case Processing System

Job description

Legal Admin / Case Coordinator - Long Term Contract

Location: Los Angeles, California, United States (On-site - Hybrid)

Pay Rate: $27 - $30 per hour

Contract Duration: 8-12 months or longer (Potential for Extension)

Schedule: Hybrid - Requires being local to Los Angeles and working 2 days per week in the L.A. office.

IMMEDIATE NEED

Are you a highly organized and detail-oriented administrative professional with a background in the legal field? Randstad is seeking a skilled Legal Admin / Case Coordinator for a long-term contract opportunity in Los Angeles. This is a hybrid role requiring local presence and two days per week in our L.A. office.

Job Summary:

As a Legal Admin / Case Coordinator, you will play a crucial role in the arbitration process. Your responsibilities will include appointing arbitrators to cases, scheduling and rescheduling pre-hearing conferences and hearings, and performing a variety of administrative tasks such as generating memos and correspondence, electronic filing, and setting up hearing rooms. This position requires a proactive individual who can manage routine matters independently and handle more complex tasks under guidance.

Essential Job Functions:

• Generate, mail, and/or publish memos to the ODR Portal as instructed.
• Receive and process lists of arbitrators from parties, enter rankings in the database, and consolidate or extend lists as necessary.
• Accurately document reasons for arbitrator changes, such as withdrawals or requests for removal.
• Contact arbitrators to serve on cases and appoint or replace arbitrators following established procedures.
• Coordinate, schedule, and notify parties and arbitrators in writing of conference calls and hearing dates and times.
• Coordinate and schedule telephonic conferences with the service provider.
• Process requests, responses, and decisions to postpone hearings and reschedule them as needed.
• Maintain electronic and physical files in accordance with established procedures, ensuring prompt filing and scanning of correspondence and preparing files for storage.
• Input written case notes and hearing dates into the case processing system.
• Reserve hearing locations for off-site hearings and reserve, prepare, and recover hearing rooms for on-site hearings, including arranging for box storage.
• Fulfill recording requests and download digital recordings.
• Answer general questions from parties and arbitrators, and address more complex inquiries with limited assistance.
• Process incoming emails and faxes from the central inbox and case management system as needed.
• Review and process incoming Arbitrator Oaths and Orders with limited assistance.
• As assigned, determine the proper composition of arbitration panels, generate lists of arbitrators, review arbitrator information for conflicts, and eliminate arbitrators from lists with limited assistance.
• Review and/or process arbitrator expense reports for submission to Finance as needed.
• Review vendor/hotel invoices for submission to the Finance Department as needed.
• Provide cross-training support on Senior Case Coordinator and Case Specialist job functions as needed.
• Train and provide guidance to staff on issues of general to moderate complexity.
• Serve as a role model for staff within the department.

Education/Experience Requirements:

• High School diploma and 4 years of related experience, or an equivalent combination of education and experience. Bachelor's degree preferred.
• Proven expertise in using desktop computers with the full suite of electronic office applications and other standard office equipment.
• Excellent organizational ability, interpersonal skills, and written and verbal communication skills are essential.