Managing Paralegal

Job Description

Job Description

Managing Paralegal

Location: River Edge, New Jersey or Manhattan

A prestigious and forward-thinking law firm is seeking an experienced Managing Paralegal to oversee the day-to-day operations, performance, structure, and accountability of its Plaintiff Personal Injury litigation paralegal and support teams.

This leadership role will be responsible for overseeing case progression, deadlines, staffing, KPIs, attorney support, client service, and operational compliance while driving efficiency, consistency, and accountability across the litigation department.

Key Responsibilities

Leadership & Team Management

• Lead, mentor, develop, and hold litigation paralegals, Senior Paralegals, Team Leads, and support staff accountable for performance and results.
• Participate in interviewing and hiring, assess staffing needs, balance workloads, and address performance concerns.
• Oversee Team Leads and ensure effective delegation, follow-up, communication, and escalation of outstanding issues.
• Conduct regular team meetings focused on workload, case progression, deadlines, performance, and problem files.
• Develop and maintain effective onboarding, training, mentoring, and professional development programs.

Case Management & Litigation Operations

• Oversee the workflow and operating cadence necessary to keep litigation matters progressing efficiently and minimize overdue work.
• Ensure complaints, service, discovery, Form A, treatment tracking, and other litigation milestones are completed accurately and on schedule.
• Monitor statutes of limitations and other critical deadlines, ensuring clear ownership, follow-up, and escalation.
• Identify stalled, complex, or high-risk files and establish action plans with attorneys and paralegals.
• Ensure pleadings, discovery, exhibits, correspondence, and case files are accurate, organized, and compliant with firm procedures.

KPIs, Reporting & Litify

• Monitor and enforce key litigation KPIs, including complaints, service, discovery, Form A, Treatment Trackers, and dashboard reporting.
• Review workload and performance trends to identify bottlenecks, improve productivity, and prevent overdue work.
• Ensure accurate and consistent data entry and task management within Litify.
• Conduct periodic audits of files, workflows, documentation, and processes to ensure quality and compliance.

Attorney & Client Support

• Ensure attorneys receive timely and high-quality support for discovery, depositions, mediations, arbitrations, conferences, and trials.
• Serve as an escalation point for attorney and paralegal workflow, communication, and workload issues.
• Ensure required client communications and touchpoints are completed and properly documented.
• Oversee the Client Service Text Line and ensure client requests are promptly assigned, tracked, and resolved.
• Assist with escalated client concerns and ensure appropriate follow-through and resolution.

Court, Compliance & Risk Management

• Ensure daily monitoring and ownership of eCourts notices, with immediate follow-up on time-sensitive matters.
• Maintain processes designed to prevent missed deadlines, incomplete filings, service issues, and other operational risks.
• Ensure compliance with firm policies, court requirements, and applicable litigation procedures.

Settlements, Closings & Financial Operations

• Oversee file closings, lien resolution, client notices, and outstanding file obligations.
• Drive timely processing of releases and settlement disbursements.
• Monitor aging releases, settlement disbursement activity, liens, invoices, and other financial or file-related obligations.
• Oversee recurring vendor invoices and ensure expenses are accurate, timely, and properly documented.
• Ensure timecards, PTO, expense activity, and other administrative processes are completed accurately and on time.

Process Improvement & Technology

• Continuously evaluate and improve paralegal workflows, SOPs, dashboards, and operational controls.
• Maintain a strong working knowledge of Litify and other legal technology platforms.
• Identify opportunities for automation and process improvements that increase efficiency, accuracy, and client service.
• Develop and maintain documented procedures and backup processes to ensure continuity of operations.

Qualifications

• 10+ years of Plaintiff Personal Injury paralegal experience, including at least 2 years in a supervisory or management capacity.
• Strong knowledge of Plaintiff Personal Injury litigation, including pleadings, discovery, service, deadlines, and comprehensive file management.
• Multi-state Plaintiff Personal Injury experience strongly preferred.
• Exceptional organizational skills with the ability to manage high-volume litigation operations and competing priorities.
• Proven leadership experience with the ability to coach, develop, motivate, and hold teams accountable.
• Proactive problem-solver who identifies risks, takes ownership, and drives issues through resolution.
• Excellent written and verbal communication skills with attorneys, staff, clients, courts, and vendors.
• Comfortable working with KPIs, dashboards, Litify, and other legal technology.
• Calm and effective under pressure, highly responsive, detail-oriented, and willing to step in and lead when needed.