Case Manager

Job Summary

We are an established San Antonio law firm practicing family law, civil litigation, probate and estate planning, real estate, and business law. We are hiring a Case Manager to manage matters from start to finish for a partner-led legal team, beginning with client intake and continuing through closing.

The Case Manager runs intake, manages an assigned caseload, handles incoming calls for our team, oversees billing and collections, and keeps calendars and files current so our attorneys and paralegal can focus on legal work. This position reports day to day to the associate attorney.

The ideal candidate brings sound judgment, a strong command of technology (including AI tools), and the professionalism to guide clients through difficult matters with both empathy and clear boundaries. This is a position with genuine room for growth. As the firm continues to modernize its practice, the Case Manager will help shape how we work, and responsibility expands with demonstrated results.

Duties

Intake & New Matters

• Handle incoming calls for the managing partner, associate attorney, and paralegal: answer live, take messages, schedule callbacks, and route urgent matters appropriately
• Return voicemails and after-hours messages by the next business morning
• Screen prospective clients, gather conflict-check information, schedule consultations, and collect consultation fees
• Prepare engagement agreements from firm templates for attorney approval, send them for electronic signature, and open new matters once the agreement is signed and the retainer is received
• Maintain the firm's standard of responding to all clients and prospective clients within one business day

Case Management

• Manage an assigned caseload from opening through closing, under attorney supervision
• Maintain a current status and next step for every matter, and meet weekly with the supervising attorney to review pending, upcoming, and at-risk items
• Track attorney-confirmed deadlines, including discovery, hearings, mediations, and court-ordered dates
• Follow up with clients, court coordinators, opposing counsel's offices, mediators, and process servers on outstanding items
• Request, track, and organize client documents and records for attorney and paralegal review
• Prepare routine correspondence from firm templates, coordinate service of process, and close completed matters under firm procedure

Client Communication

• Serve as a point of contact for current clients, providing status updates as directed by the attorney
• Communicate with each client by phone, email, or client portal

Billing & Collections

• Record retainers and payments, and route client funds for deposit under attorney direction and the firm's trust-account procedures
• Prepare monthly invoices, and send payment reminders and retainer-replenishment requests
• Monitor outstanding balances and follow up on past-due accounts under firm policy

Calendar, Files & Operations

• Manage attorney calendars and coordinate scheduling with courts, opposing counsel, mediators, and court reporters
• Organize and name case documents in Smokeball according to firm conventions, and prepare documents for electronic signature
• Support the paralegal with electronic filing and service as needed
• Maintain phone, voicemail, and call-forwarding coverage for the team
• Contribute to the development of team procedures, templates, and automations

Skills

Required

• Two or more years of experience in a fast-paced, client- or public-facing role that required multitasking, prioritizing competing demands, and keeping accurate records, such as a law firm, professional office, emergency dispatch, healthcare, or customer service setting
• Proficiency in Microsoft 365, including Outlook, Word, Excel, and Teams
• Practical experience using AI tools such as Claude, ChatGPT, or Microsoft Copilot in a professional setting
• Ability to learn new software quickly and resolve routine technology issues independently
• Excellent written and verbal communication skills, and a professional telephone manner
• Comfort discussing fees, retainers, and outstanding balances with clients
• Sound judgment about what to resolve independently and what to escalate to an attorney
• Discretion in handling confidential client and firm information

Preferred

• Fluency in Spanish, spoken and written
• Law firm experience, particularly in family law, civil litigation, or probate
• Prior experience as a legal case manager or legal assistant, or paralegal coursework
• Experience with billing or payments, including preparing fee agreements, processing retainers, or following up on client balances
• Experience with legal practice-management software such as Smokeball, Clio, or MyCase
• Familiarity with Texas electronic filing
• Experience building workflows, templates, or automations (for example, Power Automate or Zapier)

Pay: $16.00 - $28.00 per hour

Expected hours: 40.0 per week

Application Question(s):

• How many years of experience do you have in a fast-paced, client- or public-facing role, such as a law firm, professional office, emergency dispatch, healthcare, or customer service?
• This position is in person in San Antonio, Monday through Friday, 8:30 a.m. to 5:30 p.m. Are you able to work this schedule?

Language:

• Spanish (Preferred)

Work Location: In person