Case Management and Workplace Experience Assistant

Description

The Case Management and Workplace Experience Assistant will be responsible for providing administrative and legal support to attorneys, legal teams, and the firm via performing administrative, clerical, answering phone calls, processing and distributing mail, and assisting with office upkeep. This position will also be responsible for supporting the firm’s legal team by maintaining an organized, efficient and secure filing system and for managing court calendars, scheduling hearings and trial. The Case Management and Workplace Experience Assistant will also assist in the management of the initial status of a new client or matter, ensuring a smooth and efficient onboarding process. 

Duties and Responsibilities 

Conflicts & Client Intake 

• Collect and review all necessary information from attorneys and staff to initiate new client and matter intake, including party names, affiliations, matter descriptions, and related
• Analyze submitted data for completeness and accuracy prior to submitting for conflict check
• Coordinate with the Conflicts Team to ensure timely and thorough conflict checks are conducted
• Notify attorneys of conflict check results 
• Prepare Case Intake Forms to submit to Case Administration to open new matters

Calendaring

• Maintain accurate calendar of all scheduled events (statutory deadlines, court hearings, mediations, depositions, site inspections, etc.)
• Coordinate and set up remote appearances at court hearings and other proceedings including web links (Teams and Zoom)
• Create and update case information in the firm’s docket system
• Confirm and manually calculate filing deadlines pursuant to local, state and federal rules
• Prepare and distribute reminders to attorneys regarding upcoming hearings
• Prepare and distribute case calendar reports to case teams

Matter Filing & Management

• Provide essential support to lawyers, legal teams and the firm, all while maintaining a high level of organization and attention to detail
• Assist with proofreading of legal documents, including pleadings and memos, as needed.
• Assist in organizing case files as needed
• May be trained in eFiling of court documents, to support or supply backup for Paralegals
• Oversee meeting room scheduling and coordinate technology requests when needed
• Create, modify, and improve organizational processes and procedures 
• Manage miscellaneous projects and tasks assigned by partners, attorneys, and other staff

Workplace Experience 

• Answer incoming telephone calls and direct to the correct person; handle multiple telephone lines in an efficient, timely, and professional manner
• Take messages and deliver to the appropriate people
• Welcome and direct all visitors to the firm
• Sign for and accept all packages, mail, and documents via courier
• Manage scanning and uploading documents, checks, and various other paperwork; upload to the designated software as needed
• Maintain the lobby, conference room, kitchen, and general areas by keeping them stocked and in pristine condition
• Plan and execute events on schedule and within budget, ensuring efficient use of resources and timely delivery
• Maintain inventory of office supplies, kitchen supplies, and snacks; communicate with Office Manager for necessary purchases 
• Provide support for the set up of conference rooms and visitor offices, including the technology assistance needed (e.g., virtual calls, docking at a visitor office)
• Provide support to other departments in various capacities as needed 
• Assist with coordinating employee activities, birthday recognitions, company events, etc.

Qualifications and Requirements

• Bachelor's degree required; paralegal experience preferred
• At least 5 years of experience in a legal, administrative, or data management role preferred 
• Strong attention to detail and ability to manage multiple priorities in a fast-paced setting
• Proficient in Microsoft Office Suite (Outlook, Word, Excel) and comfortable learning new software platforms
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Capable of working independently and collaboratively in a fast-paced legal environment

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Employer

Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type

Full-Time, Non-Exempt

Supervisory Responsibilities

None

Work Location

In-Office

Compensation

$25.00-$35.00/hour

Work Schedule

8:30am - 5:30pm Monday-Friday. Occasional weekends and holidays.

Physical Requirements 

Primarily sedentary work. Exerting up to 40 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and/or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.

Travel 

5-10% domestic travel by car and plane, depending on the firm’s needs.