Be the person who helps keep our litigation team on track and one step ahead. As a Litigation Docket & Case Management Specialist, you’ll work closely with our attorneys, paralegals, and other team members to oversee critical deadlines, develop case workplans, and coordinate the many moving pieces of active litigation. From monitoring upcoming milestones to identifying potential scheduling conflicts and keeping everyone informed, you’ll play an important role in helping the team stay organized and prepared. If you’re highly organized, proactive, and enjoy taking ownership in a fast-paced environment, you’ll thrive in this role.
POSITION SUMMARY:
We are seeking a Litigation Docket & Case Management Specialist to provide dedicated litigation case management, docketing, workflow coordination, and administrative support. This position works closely with the attorneys, paralegals, Legal Executive Assistants, and other team members.
A primary responsibility of this position is to manage the deadlines, internal milestones, and workflow associated with the assigned litigation portfolio. Working under attorney supervision and established case-management protocols, the Specialist will review case developments, translate external deadlines into matter-specific internal task schedules, maintain those schedules in Outlook and project-management software, proactively monitor upcoming deliverables, and escalate scheduling or workflow risks to the appropriate team members.
The ideal candidate is highly organized, detail-oriented, proactive, and comfortable taking ownership of complex workflows involving numerous matters and interdependent deadlines. The position requires strong judgment, excellent communication skills, an understanding of the litigation process, and the ability to identify and escalate scheduling and workflow risks before they become critical.
KEY RESPONSIBILITIES:
- Serve as a central point of responsibility for docketing, deadline tracking, and litigation workflow management.
- Review scheduling orders, court notices, pleadings, discovery requests, hearing notices, and other case-related documents to identify and calculate applicable deadlines in accordance with established protocols and attorney direction.
- Translate court-imposed and other external deadlines into matter-specific internal workplans and intermediate task deadlines, including milestones for drafting, factual and legal review, attorney review, client review, revisions, evidentiary preparation, filing, service, and other required activities.
- Create, maintain, and update case deadlines and internal task schedules in project-management software and docketing systems, and help ensure consistency and accuracy across systems.
- Proactively monitor and updated upcoming deadlines and internal milestones; communicate upcoming deliverables to responsible team members; identify overdue, conflicting, or at-risk tasks; and escalate material scheduling concerns to the appropriate attorney or team member.
- Develop, maintain, and improve standardized litigation workflow templates, milestone schedules, checklists, and related case-management protocols in collaboration with attorneys and other members of the assigned team.
- Perform periodic reviews of matter calendars and workplans to help confirm that deadlines are complete, accurate, appropriately assigned, and consistent with current case developments.
- Coordinate scheduling for hearings, depositions, mediations, client meetings, attorney preparation sessions, and other litigation-related events as needed.
- Prepare, format, proofread, and finalize legal correspondence, pleadings, discovery documents, exhibits, and other case-related materials for attorney review, filing, and service.
- Assist with electronic filing in state and federal courts and with compliance with applicable court filing procedures and requirements.
- Organize, maintain, and update electronic and physical case files and case materials, including pleadings, correspondence, discovery, productions, and other litigation documents.
- Coordinate document production, exhibit preparation, and document organization for hearings, depositions, mediations, and trial, and assist with related case-support activities.
- Assist with document management, including organizing incoming productions, maintaining document indexes, and tracking case materials and deliverables.
- Prepare engagement letters, matter documentation, and other administrative forms as needed, and provide other traditional litigation administrative support.
- Communicate professionally with clients, opposing counsel, court personnel, vendors, and other external contacts.
- Collaborate closely with attorneys, paralegals, Legal Executive Assistants, and other team members to ensure seamless support, consistent workflow management, and exceptional client service.
- Maintain confidentiality of client information and sensitive legal matters.
- Provide additional litigation case-management and administrative support as assigned.
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
- Associate degree or equivalent combination of education and relevant litigation, docketing, case-management, paralegal, or legal administrative experience preferred.
- Prior experience supporting civil litigation matters, including experience with litigation calendars, docketing, or case-management workflows, strongly preferred.
- Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint. Experience with project-management technology preferred.
- Strong organizational skills with exceptional attention to detail and accuracy, including the ability to manage a high volume of matters, deadlines, and interdependent tasks.
- Excellent written and verbal communication skills.
- Ability to effectively prioritize competing deadlines, anticipate upcoming needs, and manage multiple assignments simultaneously in a fast-paced litigation environment.
- Demonstrated ability to work proactively and independently while collaborating effectively within a team environment, identifying potential scheduling or workflow issues, and appropriately escalating questions requiring attorney judgment.
- Commitment to providing exceptional client service to both internal and external clients and to supporting consistent case-management practices across a large litigation portfolio.
- Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information with discretion.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Opportunities for advancement
- Paid time off
- Parental leave
- Professional development assistance
- Referral program
- Retirement plan
- Vision insurance
- Wellness program
Work Location: In person
