Case Coordinator - Immigration Law

Summary

Ellis Porter is an immigration law firm focused on improving the immigration experience for employers and individuals through clear guidance, creative strategies, and responsive service. The Case Coordinator provides operational and administrative support throughout the immigration case lifecycle, including case setup, data entry, document processing, filing package assembly, mail operations, workflow updates, and quality assurance.

Responsibilities

• Create new party records (clients, employers, signatories) in case management system upon matter opening, ensuring all foundational fields are populated accurately
• Create and configure new matter records, linking the correct employer, employer signatory, attorney of record, and client records
• Verify that employer records contain current data and flag records that need annual updates
• Link case signatories and HR contacts to the appropriate matter records before form drafting begins
• Enter client data into the case management system from uploaded source documents
• Transcribe key data from client Word-based questionnaires into the appropriate case management system fields so that 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 system when attorneys are onboarded or when bar information changes
• Assist with generating draft forms using the firm's form-generation tool and performing initial quality checks on auto-populated fields before handing off to the CM for review
• Compile supporting documents and evidence for filing packages under SCM direction
• Assemble filing packages by inserting signed signature pages into the forms and arranging supporting documents in the correct order per the cover letter and USCIS filing requirements
• Prepare cover letter shells using firm templates, populating case-specific information for CM or SCM finalization
• Assist CMs with form revisions by making non-substantive corrections, as directed
• Create FedEx shipping labels for outbound USCIS filings
• Review incoming government notices to confirm the recorded data is accurate, update any related matter fields in the case management platform, and prepare approval-notice cover letters and client emails to transmit original notices to clients
• Prepare cases for ePackage submission, ensuring all components are properly formatted and uploaded
• Maintain a log of outbound and inbound filings for tracking purposes
• Update case workflows and task statuses in the case management platform as work is completed
• Monitor assignments and assist with tracking task due dates and turnaround times
• Provide general administrative support to SCMs, 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

Skills

• Bachelor's degree or equivalent combination of education and work experience
• Strong attention to detail, accuracy in data entry and document handling is critical
• 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 the 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
• Prior experience in a law firm, immigration services, or legal operations environment preferred
• Familiarity with USCIS forms (I-129, I-539, G-28, I-907) and immigration case workflows preferred
• Experience with Salesforce-based platforms or legal case management systems (e.g., Litify) preferred but not required
• Bilingual skills are a plus

Qualifications

Must Haves

• Bachelor's degree or equivalent combination of education and work experience
• Strong attention to detail, accuracy in data entry and document handling is critical
• 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 the 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

Nice to Haves

• Prior experience in a law firm, immigration services, or legal operations environment preferred
• Familiarity with USCIS forms (I-129, I-539, G-28, I-907) and immigration case workflows preferred
• Experience with Salesforce-based platforms or legal case management systems (e.g., Litify) preferred but not required
• Bilingual skills are a plus

Benefits

• Fully remote work from any U.S. location
• In-person or hybrid work option in the Troy, MI or Ann Arbor, MI office
• Flexible work environment
• Hands-on exposure to every phase of the case preparation process
• Professional growth in the legal immigration field
• A clear growth path to a CM position for high performers