Hearing Coordinator

Hearing Coordinator

The Hearing Coordinator at RAS LaVrar provides critical administrative and logistical support to the litigation department, ensuring the firm's court calendar is meticulously organized and fully staffed. This role is responsible for the end-to-end coordination of court appearances, from processing incoming judicial mail and updating case management systems to securing local counsel coverage and managing attorney schedules. The position ensures operational continuity, prevents scheduling conflicts, and upholds the firm's standards for accuracy and timeliness in a high-volume, fast-paced legal environment.

Responsibilities and Duties

The following responsibilities are central to the role:

Hearing Coordination & Calendaring

• Active Scheduling: Coordinate and set hearings by navigating various court portals and judicial requirements, ensuring all dates are accurately captured on the firm's master calendar.
• Coverage Management: Monitor hearing dockets to identify coverage needs; manage the "hiring out" of external attorneys where relevant to ensure every hearing has adequate and qualified legal representation.
• Attorney Calendar Maintenance: Review and maintain internal attorney calendars, proactively identifying and resolving potential scheduling conflicts or double-bookings.

Document Processing & Data Integrity

• Mail Intake & Digitization: Process a high volume of hearing-related mail, accurately identifying court notices, orders, and pleadings for immediate action.
• System Updates: Input critical hearing data into internal systems (JST and MCHO), performing account look-ups and updating status/action codes to reflect real-time case progress.
• File Maintenance: Ensure all hearing-related documentation is properly uploaded to digital files and that all stakeholders are notified of upcoming deadlines or appearance changes.

Communication & Logistics

• Stakeholder Liaison: Act as a point of contact for external counsel and court clerks, relaying instructions and appearance details with professional clarity.
• Deliverable Tracking: Monitor the flow of documents to and from external counsel to ensure all results and signed orders are received and recorded promptly following a hearing.

Core Competencies & Required Skills

The successful candidate will:

• Organizational Precision: Exceptional ability to manage complex calendars and high volumes of data with zero-defect accuracy.
• Procedural Knowledge: Familiarity with legal terminology and the basic flow of court proceedings, specifically regarding hearing notices and judicial orders.
• Technical Literacy: Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to quickly master legal case management software (JST/MCHO).
• Time Management: Demonstrated ability to prioritize urgent court deadlines and manage a high-volume workload in a fast-paced environment.
• Professional Communication: Clear and concise verbal and written skills, maintaining professional etiquette when interacting with attorneys, vendors, and court staff.
• Adaptive Problem-Solving: Ability to identify scheduling gaps or data discrepancies and resolve them through proactive communication and research.

Educational/ Experience Qualification

• Education: High School Diploma or GED required; some college coursework in Legal Studies or a related field is a plus.
• Experience: 12 years of experience in an administrative or clerical role, preferably within a law firm, insurance company, or high-volume corporate environment.
• Background: Prior experience with legal calendaring or document management systems is highly preferred.
• Attributes: A high degree of accountability and the ability to work effectively under the supervision of a Team Lead while maintaining independent productivity.

Working Conditions

• Onsite Position - Plantation, Florida
• Operates no tools, machines or equipment
• No significant lifting

Benefits

• Paid time off
• Paid holidays
• 401K Plan
• Medical, dental, vision and supplemental health insurance plans
• Voluntary life insurance plan

RAS LAVRAR is an Equal Opportunity Employer. Qualified applicants are considered for employment without regard to race, color, age, national origin, religion, marital status, sex, sexual orientation, gender identity, gender expression, genetics, disability, protected veteran status or any other basis prohibited by law. We are committed to a diverse and inclusive workplace.