Legal Case Manager & Operations Assistant

Legal Case Manager & Operations Assistant
Hardy Wolf & Downing, P.A. | Lewiston, Maine | On-site
$23–$26/hour | Full-time | Monday–Friday

Hardy Wolf & Downing is hiring a Legal Case Manager & Operations Assistant.

This is a hands-on support role for someone who likes clear tasks, steady follow-up, clean records, and accurate work. About half of the job is case support. The other half is operations and finance support.

This is not a paralegal role, management-track role, or strategy role. It is a steady support role for someone who likes organized information, clear goals, numbers, details, and moving work forward without leaving loose ends.

What You Will Do

Case Support — About 50%

You will help keep personal injury cases moving by following up with:

• Medical providers
• Health insurers
• Billing offices
• Lienholders
• Other offices holding records, bills, or balance information

This work includes:

• Making outbound phone calls
• Following up when calls are not returned
• Sending follow-up correspondence
• Requesting medical records, bills, and liens
• Confirming lien information
• Following up by phone or email on outstanding items
• Logging activity in Clio the same day

This is phone-heavy work. Leaving a voicemail is not the finish line. The task is complete when the information is obtained, documented, and the file is up to date.

Operations and Finance Support — About 50%

You will also cross-train with our Director of Finance and Operations on office operations and finance tasks, including:

• Payroll preparation
• Client disbursements
• Bill pay
• Vendor records
• Bank-related follow-up
• QuickBooks Online
• Organized tracking of payments, balances, and administrative tasks

You may also provide backup reception coverage when our receptionist is out. This is occasional, not a regular weekly assignment.

You May Be a Strong Fit If

You are the person at work who notices when a spreadsheet is messy, a file is unclear, or a process is harder than it needs to be.

You may be a strong fit if:

• You are comfortable making phone calls and following up until the answer is obtained.
• You like clean notes, accurate records, and organized files.
• You log your work as you go, not days later.
• You are comfortable with Excel and basic math.
• You catch small errors before they become bigger problems.
• You ask questions early when something is unclear.
• You communicate more when things get busy, not less.
• You can take direction from multiple supervisors.
• You are comfortable working within established systems.
• You like detailed work and do not need every task to be new or different.

Helpful backgrounds include:

• Billing
• Accounts receivable or accounts payable
• Insurance claims
• Medical records
• Mortgage processing
• Intake coordination
• Payroll
• Bookkeeping
• Office administration
• Other high-volume, detail-focused support roles

This Is Not the Right Role If

This role is probably not the right fit if:

• You want to become a paralegal.
• You prefer strategy, analysis, or independent project ownership.
• You prefer email and avoid phone calls.
• You wait for callbacks instead of actively following up.
• You tend to go quiet when overwhelmed.
• You are comfortable leaving files in unclear or unfinished states.

Technology

We are a tech-forward office. You do not need to be an expert in every system on day one, but you do need to be willing to learn and use the tools we rely on.

You should be comfortable using or learning:

• Excel
• Clio
• QuickBooks Online
• Outlook
• Foxit PDF Editor
• AI-assisted tools used for case documentation and analysis

Candidates who are uncomfortable learning new technology will not be a fit.

Pay: $23.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Describe a specific time you organized or restructured information — a spreadsheet, process, filing system, or workflow — to make it work better. What did you do, what tool did you use, and what changed?

Work Location: In person