Production Team Administrator for Immigration Law Firm (USA)

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Job Summary The Immigration Production Administrator plays a vital role in supporting the day-to-day operations of our immigration law firm’s production team. This position is responsible for coordinating case workflows, managing legal documentation, tracking deadlines, and ensuring efficient communication between attorneys, paralegals, clients, and government agencies. The ideal candidate is highly organized, detail-oriented, and adept at working in a fast-paced legal environment where precision and regulatory compliance are paramount. MUST BE A SENIOR PARALEGAL WITH 5+ YEARS OF EXPERIENCE OR EX-USCIS OFFICER Workflow & Deadline Coordination: -Track and manage key filing deadlines, appointments, and renewal dates for visas and petitions. -Collaborate paralegals to ensure that all case documentation is prepared and submitted on time. -Monitor case progress and update internal systems to reflect current statuses. Paralegal Team Oversight: -Supervise and coordinate the paralegal team to ensure that case output is timely. -Verify that client communications are prompt and meet firm standards. -Ensure that all case notes and interactions are consistently maintained in the firm’s CRM system. Data Management & Reporting: Maintain accurate records of case-related activities and input data into the firm’s case management systems. Generate regular performance and compliance reports to support the firm's operational needs. Prepare detailed Excel reports on production team efficiency, track relevant metrics (e.g., case processing times, communication turnaround), and monitor these metrics to identify trends and areas for improvement. Attorney Support Coordination: Oversee the management of the attorney's legal calendar in collaboration with the attorney's executive assistant, ensuring that all legal appointments, court dates, and deadlines are accurately scheduled and maintained. Communication & Liaison: -Oversee the communication between the production team, clients, and external agencies (e.g., USCIS, consulates). -Facilitate clear and timely communication regarding case developments, additional documentation requirements, and status updates to the clients -Assist in the preparation and dissemination of internal reports and updates to the legal team. Compliance & Quality Assurance: Ensure all administrative practices adhere to immigration laws, regulations, and firm policies. Assist with audits and inspections by preparing the necessary documentation and records. Stay updated on relevant changes in immigration law and procedural requirements.

Keyword: Virtual Assistant

Phone Communication File Management Administrative Support Communications Customer Satisfaction