Case Administrator (Legal Services/Administrative Support)

Overview

This role involves managing arbitration and mediation cases across a wide range of industries. You will handle day-to-day case administration using the organization’s case management system (PRISM), communicate with parties, attorneys, and neutrals, and ensure accurate scheduling, documentation, and billing processes.

Responsibilities

• Manage assigned arbitration and mediation cases; communicate regularly with parties, party representatives, and arbitrators/mediators by telephone, email, video conferencing, and letter, including scheduling and other administrative tasks.
• Understand and apply the applicable rules and procedures for administering arbitration and mediation cases, including fee and billing policies; interpret and determine the appropriate application to assigned cases.
• Maintain and update case files, records, and documents in the online case management system (PRISM).
• Ensure confidentiality of case information and case records and comply with information security and data privacy policies, procedures, and practices.
• Assist in coordinating, initiating, and administering conference calls and video conferences.
• Apply correct case fee schedules; accurately calculate and allocate billings/cancellations based on fee schedules and contractual agreements; explain fee calculations and billing processes to customers.
• Prepare and send electronic and written communications to parties, party attorneys, and arbitrators/mediators.
• Proactively identify case management issues, inform management with proposed solutions, and take appropriate action to resolve them.
• Respond to inquiries from clients, client representatives, and panelists in a timely and courteous manner; assist managers with informing and educating clients and client representatives on ADR processes.
• Advise panelists on procedural hearing management, jurisdiction, and related issues; assist in monitoring case management skills.
• Provide feedback to management regarding interaction with arbitrators and mediators.

Work Environment

Remote work arrangement.

Compensation & Benefits

Pay Range

• Charlotte, Miami, San Antonio: $49,000 - $52,000
• Atlanta, Buffalo, Dallas: $52,000 - $55,000
• Houston, Johnston, RI, Minneapolis: $53,000 - $56,000
• Chicago, Philadelphia, Voorhees, NJ: $55,000 - $59,000
• Boston: $58,000 - $61,000
• New York, NY: $62,000 - $65,000

Benefits

• Medical, dental, orthodontia, and vision coverage
• Student loan repayment program
• 403(b) retirement plan with substantial company match
• Discounted pet insurance
• Generous paid time off

Qualifications

• Associate's degree in business or related field, or equivalent combination of education and experience
• Minimum three years of experience in customer service, case administration, or legal environments
• Strong written and verbal communication skills; ability to interact effectively with diverse stakeholders
• Intermediate proficiency in Microsoft Office, especially Excel (pivot tables, formulas, data analysis)
• Comfort with web-based systems and adaptability to new technologies, including AI-related tools
• Exceptional attention to detail and time management skills
• Ability to manage sensitive information with professionalism and discretion

Equal Opportunity

The organization is an equal opportunity employer (EEO) and considers applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state, and local laws.