Legal Operations Administrator
Position Summary
The Legal Operations Administrator plays a vital role in supporting clients whose immigration matters are pending before the Department of Homeland Security (DHS) and related government agencies. This position serves as a primary point of contact for existing clients, ensuring clear communication, organized case support, and efficient processing of incoming and outgoing correspondence.
This role combines client service, administrative support, mail processing, and case coordination responsibilities to help maintain smooth workflow operations across the legal team.
Key Responsibilities
Client Communication & Call Management
- Answer incoming calls from existing clients in a professional, courteous, and empathetic manner.
- Route calls and messages to the appropriate attorney, paralegal, or department.
- Respond to general case status inquiries for matters pending before DHS and related agencies.
- Provide clients with updates regarding correspondence, notices received, scheduled appointments, and pending requests.
- Maintain accurate call notes and communication records in the firm’s case management system.
- Escalate urgent or sensitive client concerns to attorneys or management as appropriate.
Mail Processing & Document Management
- Process and organize all incoming physical and electronic mail.
- Review incoming receipt notices, biometrics notices, interview notices, Requests for Evidence (RFEs), and related DHS correspondence.
- Upload and link notices and correspondence within the firm’s case management software.
- Update internal management spreadsheets and tracking systems accurately and timely.
- Ensure all incoming notices are routed to the appropriate legal team members for review and action.
- Maintain organized digital and physical records in accordance with firm procedures.
Outgoing Correspondence & Mailing Support
- Prepare outgoing correspondence to clients, government agencies, and third parties.
- Assemble, label, and prepare immigration filings and supporting documentation for mailing to DHS and related agencies.
- Generate mailing labels, organize shipping documentation, and track deliveries as needed.
- Coordinate certified mail, overnight deliveries, and courier services when required.
- Ensure outgoing mail is complete, accurate, and prepared within established deadlines.
Case Support & Administrative Assistance
- Serving a crucial role for our remote team as the primary point of contact for our in-person office, for communication with clients and USCIS directly.
- Assist with tracking pending applications, notices, deadlines, and follow-up items.
- Support attorneys and paralegals with administrative case tasks as assigned.
- Monitor pending matters and assist with maintaining accurate case statuses.
- Help facilitate communication between clients and legal staff regarding pending cases.
- Maintain confidentiality of client information and comply with all office policies and ethical obligations.
Qualifications
- Prior experience in a law office, professional office environment, or client service role preferred.
- Immigration law experience is preferred but not required.
- Strong organizational skills and attention to detail.
- Excellent verbal and written communication skills.
- Ability to manage high call volumes and multitask in a fast-paced environment.
- Strong customer service and interpersonal skills.
- Proficiency in Microsoft Office, Google Workspace, and case management software.
- Ability to handle confidential information with professionalism and discretion.
- Bilingual English/Spanish preferred.
Core Competencies
- Professional communication
- Client service and empathy
- Organization and follow-through
- Time management
- Attention to detail
- Accountability and reliability
- Team collaboration
- Adaptability in a fast-paced environment
Work Environment
This position operates in a professional legal office environment and requires regular communication with clients, attorneys, paralegals, and administrative staff. The role may involve managing time-sensitive matters and balancing competing priorities throughout the workday.
Position Type
- Full-time
- Non-exempt/hourly (unless otherwise designated)
Reporting Structure
This position reports to the Office Manager, Attorney Manager, or other designated supervisory personnel.
Performance Expectations
Success in this role is measured by:
- Professional and timely client communication
- Accurate processing and routing of mail and notices
- Timely updating of case management systems and tracking spreadsheets
- Reliability in handling administrative workflows and deadlines
- Ability to support positive client experiences throughout the pendency of their matters
- Collaboration and responsiveness with legal staff and management
Pay: From $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Vision insurance
Experience:
- Legal administrative: 3 years (Required)
Language:
Ability to Commute:
- Warrenville, IL 60555 (Required)
Work Location: In person
