Legal Assistant - Assistant Case Manager

Job Description

Job Description

The Law Office of Shane R. Kadlec is growing and looking for an organized, tech‑savvy Assistant Case Manager / Legal Assistant to support our pre‑litigation team. This role is the bridge between our intake team and our case managers, making sure every new client is set up correctly and their file is complete and moving forward. If you enjoy details, checklists, and helping people feel taken care of from day one, this may be the right role for you.

In office position.

Hours are Monday-Thursday 8:00 am-5:00 pm, Fridays 8:00 am-2:30 pm

What we offer

• Competitive pay, commensurate with experience
• Medical, dental, and vision benefits all paid by the firm
• 401(k) with match
• Paid time off and Paid Holidays
• Bonus opportunities (details provided in the interview)
• A stable, team‑oriented firm that focuses on high‑quality client service and strong internal support

$43,000 - $45,000

• Undertake other duties as needed to ensure the firm operates efficiently

• Serve as the primary liaison between intake and case management for new personal injury clients, ensuring a smooth handoff once a case is signed.
• Handle all new clients' onboarding, including gathering documents, identification, insurance information, incident details, and treatment information.
• Perform accurate, timely data entry into the firm’s case management system, setting up new files and updating key fields for the case manager and attorney.
• Review intake notes, retainer agreements, and supporting documents to confirm the file is complete; request and track any missing information from clients.
• Communicate with clients shortly after sign‑up to welcome them to the firm, explain next steps, and answer basic process questions (no legal advice).
• Upload and organize medical records, police reports, photos, and correspondence in the correct digital folders so the case team can easily find what they need.
• Monitor task lists and reminders for new files (demands, records requests, follow‑ups) and flag time‑sensitive items for the case manager.
• Assist with preparing simple letters and forms for attorney or case‑manager review (welcome letters, insurance letters, records requests, basic correspondence).
• Help set up claims with insurance companies.
• Support the pre‑litigation team with general administrative tasks as needed (scanning, copying, mailing, and phone coverage).

• Bilingual English/Spanish is required.
• Prior experience in a law firm, medical office, insurance, or other high‑volume administrative/data entry role preferred; personal injury or pre‑litigation experience is a plus but not required.
• Strong attention to detail and accuracy in data entry; comfortable working with checklists and following established procedures.
• Excellent written and verbal communication skills; able to speak with injured clients with empathy and professionalism.
• Solid computer skills and the ability to learn new software quickly (Microsoft Office, cloud‑based case management tools).
• Proven ability to move between multiple tasks and cases in a fast‑paced environment while staying organized.
• Reliable, punctual, and able to work full-time in our West Houston office.

We are a dynamic, growing personal injury law firm on the west side of Houston, just off I‑10, dedicated to helping injured victims and their families rebuild their lives. Our team is diverse, collaborative, and deeply committed to doing meaningful work for clients.

We offer a positive, supportive culture where your ideas are heard, your growth is encouraged, and your hard work is recognized. If you are passionate about making a real impact and are excited to build a long‑term career in a respected firm, we would love to hear from you.