Case Manager (Litigation)

• Competitive compensation and benefits packages
• Continuous professional development and learning opportunities
• Regular engagement activities and events

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CASE MANAGER

Work for our global clients and immerse in our rich and diverse company culture where you can thrive, grow and be #DecidedlyDifferent!

Position Overview:

The Case Manager is responsible for supporting the firm’s litigation practice and will be responsible for proactively managing the organization, administration and progression of multiple active and time-sensitive litigation matters.

Duties and Responsibilities:

The Case Manager shall perform duties and responsibilities including but not limited to the following:

• Client Intake: Coordinating and completing intake forms; collecting relevant client, matter and billing information; and following up on outstanding information and documentation.
• Retainer Administration: Preparing retainer agreements using approved templates; coordinating their execution; following up with clients regarding outstanding retainers; and facilitating and tracking the collection of initial retainer funds.
• KYC and Conflict Procedures: Collecting and reviewing client identification and verification information in accordance with the Law Society of Ontario’s requirements and the firm’s internal policies; coordinating conflict checks; and ensuring all required intake and compliance documentation is completed before a file is opened.
• Litigation File and Case Management: Managing and monitoring multiple active and time-sensitive litigation matters efficiently, from file opening through resolution; maintaining a comprehensive understanding of the status, history, key issues, required documentation, upcoming steps and outstanding action items for each assigned matter; and proactively identifying and addressing required follow-ups.
• Task and Workflow Management: Maintaining a structured and prioritized daily task list based on procedural requirements, urgency and upcoming deadlines; monitoring the completion of assigned tasks; and taking proactive steps to prevent unnecessary delays in the progression of matters.
• Court Deadlines and Calendaring: Tracking limitation periods, procedural deadlines, court appearances, examinations, mediations, discoveries and other key dates; maintaining accurate calendars and deadline-management systems; and coordinating reminders and follow-ups with the litigation team.
• Client Communication and Follow-Up: Establishing and maintaining proactive and professional communication with clients by telephone, email and other written correspondence; responding to client inquiries within the firm’s established response times; providing procedural guidance regarding required documentation, upcoming steps and deadlines; conducting regular follow-ups to collect outstanding information and documentation; and keeping clients appropriately informed regarding the status and progression of their matters.
• Court Documentation: Preparing, formatting, reviewing and filing court forms, pleadings, motion materials, affidavits, affidavits of documents, notices, requisitions and other litigation documents under the supervision of clerks and counsel.
• Document Production and Discovery: Assisting with documentary discovery, including collecting, reviewing, organizing, coding and producing documents; preparing affidavits of documents and schedules; maintaining production databases; and coordinating undertakings, refusals and related follow-ups.
• Court Filing and Service: Coordinating the filing and service of court materials within prescribed deadlines; communicating with process servers, court offices and other service providers; and maintaining accurate records of filings, service and related confirmations.
• Matter Coordination: Coordinating with clients, opposing counsel, experts, court reporters, mediators and other third parties; scheduling discoveries, mediations, motions and other litigation events; and assisting with the preparation and organization of hearing, mediation and trial materials.
• Case Records and Clio Management: Accurately recording client and matter information and documenting material case activities, communications, deadlines, tasks and developments in Clio; ensuring all relevant correspondence, pleadings, evidence and other documents are securely stored and appropriately organized within the applicable client and matter files; and ensuring records remain complete and current.
• Internal Collaboration and Reporting: Working closely with lawyers, clerks and other members of the litigation team to support case assessments, strategic reviews, settlement discussions, procedural steps and file closures; providing accurate, complete and well-documented matter information; and escalating missed or at-risk deadlines, overdue tasks, client concerns, procedural issues and workflow inefficiencies to the supervising lawyer or appropriate team member.
• Other duties as may be assigned.

Qualifications:

• Prior experience working in litigation or legal case management is required.
• Strong written and verbal communication skills.
• Strong organizational, time-management and prioritization skills, with the ability to manage multiple active matters and competing deadlines.
• Demonstrated attention to detail and the ability to maintain accurate, complete and well-organized client and matter records.
• Strong client-service skills and the ability to communicate professionally and proactively with clients, lawyers and other stakeholders.
• The ability to work independently, exercise sound judgment and proactively identify outstanding tasks, deadlines and required follow-ups.
• Experience with Clio is considered an asset.