Litigation Scheduling & Records Coordinator

Job Description

Job Description

Description:

About the Opportunity

Grungo Law is seeking a highly organized and detail-oriented Litigation Scheduling and Records Coordinator to provide dedicated administrative support to the Litigation Department. This role is specifically designed to relieve attorneys and paralegals of high-volume scheduling and records management tasks, enabling the legal team to focus their time and expertise on the substantive demands of active litigation.

This is an excellent opportunity for a motivated administrative professional with an interest in the legal field who brings strong organizational skills, a professional communication style, and the ability to manage a high volume of concurrent tasks with accuracy and efficiency. Prior legal experience is preferred but not required. The firm will provide comprehensive onboarding and role-specific training to the right candidate.

What You Will Do

The Litigation Scheduling and Records Coordinator will serve as the operational backbone of the Litigation Department's scheduling and records functions. The primary responsibilities of this role are as follows:

Deposition and Litigation Scheduling

• Schedule and coordinate all depositions for the Litigation Department, including communication with opposing counsel offices, court reporters, videographers, and interpreters as needed

• Confirm deposition logistics, locations, and attendance with all relevant parties and maintain accurate scheduling records

• Monitor the litigation calendar and provide the legal team with advance notice of upcoming depositions, hearings, filing deadlines, and case milestones

• Reschedule and adjust deposition appointments as required, managing all related communications in a timely and professional manner

• Coordinate scheduling for internal litigation meetings, client appointments, and department-related events

• Communicate with court personnel and opposing counsel to confirm procedural details and scheduling requirements

Medical Records, Medical Billing, and Lien Requests

• Submit, track, and follow up on all requests for medical records and medical bills on behalf of the Litigation Department

• Communicate with medical providers, hospitals, records retrieval services, and third-party vendors to obtain outstanding documentation in a timely manner

• Manage lien documentation requests, including communication with Medicare, Medicaid, health insurers, and other lien holders as required by assigned cases

• Organize and maintain all received medical records and billing documentation within the firm's case management system with accuracy and consistency

• Monitor the status of outstanding records and billing requests and provide regular updates to the assigned paralegal or attorney

• Identify and resolve discrepancies or delays in records receipt, escalating unresolved issues to the supervising paralegal or attorney as appropriate

Administrative and Case Management Support

• Update and maintain case files within the firm's case management system, ensuring that all scheduling and records activity is accurately documented

• Process incoming and outgoing correspondence related to scheduling and records requests on behalf of the legal team

• Respond to internal inquiries from attorneys and paralegals regarding the status of scheduling confirmations and outstanding records

• Perform additional administrative tasks in support of the Litigation Department as assigned by the supervising attorney or paralegal

What This Role Is Not

This position is designed to provide high-quality administrative and coordination support. It is not a paralegal role and does not involve the preparation of legal arguments, substantive legal research, drafting of pleadings, or independent legal analysis. The Litigation Scheduling and Records Coordinator is a role that offers meaningful, high-volume work within a professional legal environment and is well-suited to a candidate who takes pride in organizational excellence, reliable follow-through, and efficient administrative execution.

Qualifications

Required

• A minimum of one to two years of professional administrative, scheduling, or coordinator experience in any field (Experience in the legal field not required)

• Demonstrated ability to manage a high volume of concurrent tasks with accuracy and attention to detail

• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel

• Strong written and verbal communication skills, including professional telephone and email etiquette

• The ability to follow established procedures, meet deadlines consistently, and escalate issues appropriately

• A professional, organized, and service-oriented approach to work

Preferred

• Prior experience in a legal, medical, or healthcare administrative environment

• Familiarity with medical records and billing retrieval processes, lien documentation, or deposition scheduling

• Experience with case management or scheduling software platforms

• A high school diploma or equivalent is required; an associate's degree or higher in any discipline is considered an asset