Case Coordinator - Immigration Law

Overview

This Case Coordinator role provides operational and administrative support to attorneys, senior case managers, and case managers throughout the immigration case lifecycle. The position focuses on foundational tasks that keep matters moving—such as creating and maintaining records in the case management system, entering client data from source documents, assembling filing packages, and coordinating physical mailings—so that case managers can concentrate on legal analysis, form drafting, and client communication.

The role can be fully remote from any U.S. location, or based in either the Troy, MI or Ann Arbor, MI office as an in-person or hybrid role. All work must be performed within the United States.

Responsibilities

Record Creation & Case Setup

• Create new party records (clients, employers, signatories) upon matter opening in the case management system, ensuring foundational fields are populated accurately.
• Create and configure new matter records, linking the correct employer, employer signatory, attorney of record, and client records.
• Verify employer records contain current data (company name, FEIN, address, business type, year established) and flag records that need annual updates (employee count, financials).
• Link case signatories and HR contacts to the appropriate matter records before form drafting begins.

Data Entry & Document Processing

• Enter client biographical data from uploaded source documents into the case management system, including passport information, I-94 numbers (retrieved from the CBP website), visa expiration dates, A-numbers, and Social Security numbers.
• Transcribe key data from client Word-based questionnaires into the appropriate case management fields (job title, salary, worksite address, third-party worksite information) so form-generation tools can auto-populate correctly.
• Review uploaded client documents for completeness and organize them into the correct folders within the case management platform.
• Retrieve I-94 records from the CBP website and enter arrival/departure data into the system.
• Maintain and update attorney records in the case management system when attorneys are onboarded or when bar information changes.

Form & Case Coordination Support

• Assist with generating draft forms using the firm’s form-generation tool and perform initial quality checks on auto-populated fields before handing off to the case manager for review.
• Compile supporting documents and evidence for filing packages under senior case manager direction.
• Assemble filing packages by inserting signed signature pages into forms and arranging supporting documents in the correct order per the cover letter and USCIS filing requirements (after handoff, printing, scanning, and mailing are handled by Core Services).
• Prepare cover letter shells using firm templates, populating case-specific information for senior case manager or case manager finalization.
• Assist case managers with non-substantive form revisions as directed (e.g., name formatting, address updates, date corrections).

Filing & Mail Operations

• Create FedEx shipping labels for outbound USCIS filings; Core Services ships and tracks the package.
• Review incoming government notices scanned and uploaded by Core Services (receipt notices, RFEs, approval notices) to confirm recorded data accuracy; update related matter fields in the case management platform; and prepare approval-notice cover letters and client emails to transmit original notices.
• Prepare cases for ePackage submission by ensuring components are properly formatted and uploaded, then submit the ePackage request for Core Services to scan, obtain attorney approval, and FedEx mail.
• Maintain a log of outbound and inbound filings for tracking purposes.

Workflow & Administrative Support

• Update case workflows and task statuses in the case management platform as work is completed.
• Monitor the CM Assignments spreadsheet and assist with tracking task due dates and turnaround times.
• Provide general administrative support to senior case managers, including scheduling, document management, and filing-fee invoice coordination with billing.
• Participate in quality assurance checks, including cross-referencing data consistency across forms, cover letters, and support letters before packages are finalized.

Requirements

• Bachelor’s degree or equivalent combination of education and work experience.
• Strong attention to detail and accuracy in data entry and document handling.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced environment.
• Strong organizational skills and ability to follow structured processes and checklists.
• Professional written and verbal communication skills.
• Comfort working with databases and learning new software systems.
• Experience with document assembly or form-generation tools.

Preferred Qualifications

• Prior experience in a law firm, immigration services, or legal operations environment.
• Familiarity with USCIS forms (I-129, I-539, G-28, I-907) and immigration case workflows.
• Experience with Salesforce-based platforms or legal case management systems (e.g., Litify).
• Bilingual skills.

Compensation & Benefits

• Compensation and benefits were not specified in the job description.

Location

• Fully remote from any U.S. location, or based in Troy, MI or Ann Arbor, MI (in-person or hybrid).
• All work must be performed within the United States.