Office Case Manager / Senior Paralegal (Spanish Bilingual)

The Gillman Immigration Law Firm is a boutique immigration law firm that passionately advocates for immigrant victims of domestic violence, crime, and family-based immigration benefit petitions. We focus on humanitarian immigration relief, employing a client-centered and creative approach to problem-solving. Our work is guided by compassion, empathy, and an unwavering commitment to achieving the best outcomes for our clients. While the work is challenging, it is also deeply rewarding.

We are seeking an energetic, self-motivated, and detail-oriented In Office Case Manager / Senior Paralegal to join our team on a full-time basis. This position is ideal for a team player who can work independently and thrives in a fast-paced environment. If you are accountable, poised under pressure, and driven to make a difference, we encourage you to apply.

Job Description: Case Manager

Position Overview:

As a Case Manager at our immigration law firm, you play a critical role in guiding prospective new clients (PNCs) through one of the most stressful moments of their lives. Your role involves educating and supporting PNCs to make the best decision for their future while ensuring compliance with bar rules of ethics and professionalism. You will be a key player in the client’s journey from initial contact through retention, helping them find clarity, and ensuring a smooth hand-off to the legal team once a retainer agreement is signed.

Responsibilities:

• Meet virtually with prospective clients to assess their situation, educate them about their options, and present a plan that balances the firm’s resources with the client’s financial limitations.
• Oversee the onboarding of new clients, and ensure the team is reviewing checklists, collecting documents, drafting declarations, review forms, and managing client cases through completion while ensuring deadlines are met.
• Manage case creation in MyCase, prepare applications for attorney review, coordinate with the financial team, handle USCIS case returns, interpret for client interviews, address team errors, and maintain active case tracking for follow-ups and compliance.
• Ensure all pre-conditioning packages and resources for PNCs are received and that they are prepared for their meetings.
• Maintain thorough and detailed documentation of all interactions with PNCs in Lawmatics, including follow-up efforts and communication logs.
• Facilitate a professional transition to the legal team after retainer agreements are signed, manage file openings, and conduct quality control checks during the first 30 days.
• Monitor the legal team to ensure workflows are followed and policies are adhered to by the legal support team.
• Supervise, train, and onboard paralegals, assign cases, provide weekly training, and cover for team members when they are unavailable.
• Attend weekly meetings, contributing insights and updates.
• Provide regular learning sessions to the legal support team to stay updated on immigration law changes and regulations.
• Proactively manage the portfolio of post-submission cases, maintaining consistent, clear communication with clients to ensure a smooth application process and conducting timely reviews to determine and plan for next-stage legal representation.

Key Performance Indicators (KPIs):

• Timely and accurate completion of workflow tasks.
• Client retention and satisfaction rates.
• Hitting specific onboarding targets as defined by the case management process.
• Contribution to the firm’s overall business development efforts through outbound sales and client engagement.

Required Qualities and Skills:

• Proficient in using tools such as MyCase, ECAS, Docketwise, Word, Excel, Adobe, Gmail, Openphone, Google Calendar, Google Drive, USCIS Account, EOIR Account FOIA, and Tracker Doctor.
• Possess strong organizational, multitasking, and leadership skills with excellent communication abilities in both English and Spanish.
• Extensive experience with T Visas, VAWA, and handling selected immigration cases.
• Self-starter with a strong sense of responsibility and independence.
• Empathetic and non-judgmental, capable of understanding the client’s struggles with the immigration system.
• Excellent communicator, comfortable engaging with clients virtually, by phone, and through email.
• Problem-solving and analytical ability**, able to think critically and find solutions for clients and the firm.
• Assertive and able to take initiative, while also being flexible and adaptable to changing needs.
• Detail-oriented, with strong listening and organizational skills to manage multiple clients simultaneously.
• Tolerant of ambiguity**, willing to take ownership of outcomes, and comfortable in a fast-paced, growth-oriented environment.

Position details:

• Work Environment: Remote position, allowing flexibility and independence.
• Compensation: Refer to Case Manager - CSM Compensation Plan

Qualifications

• Proven experience in case management within the legal field.
• Strong organizational, multitasking, and leadership skills.
• Excellent communication abilities.
• Fluent in both English and Spanish.
• Extensive experience with T Visas, VAWA, and handling selected immigration cases.
• Proficient in using tools such as MyCase, ECAS, Docketwise, Word, Excel, Adobe, Gmail, Ringcentral, Google Calendar, Google Drive, USCIS Account, EOIR Account FOIA, and Tracker Doctor.

Salary & Benefits

• Salary Range: $25-$30/hr
• Work hours: Monday to Friday, 8:00 AM to 5:00 PM CST
• In office position

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Language:

• Spanish (Required)

Work Location: In person