File & Calendar Coordinator

Job Description

Job Description

Description :

The File & Calendar Coordinator will be responsible for supporting the firm’s legal team by maintaining an organized, efficient, and secure filing system and for managing court calendars, scheduling hearings and trials, preparing court documents, and assisting in court proceedings.

Duties and Responsibilities

• Responsible for the accurate filing, organizing, and retrieving of legal documents and files, ensuring they are accessible to the attorneys, paralegals, and other staff when needed.
• Maintain digital and hardcopy filing systems; evaluate documents for proper categorization.
• Sort, classify, and file, records, files, and legal documents using the established file naming convention and folder organization.
• Save and rename all incoming documents.
• Handle sensitive and confidential information securely and in compliance with firm policies and applicable regulations.
• Retrieve requested documents from various court systems; distribute to case teams as needed.
• Review documents for accuracy and completeness.
• Improve filing systems and design forms and templates for data entry.
• Discard documents when required and in accordance with firm procedures.
• Update and create filing, organizational, and storage systems for data and documents.
• Calendar court hearings and other proceedings including web links (Teams and Zoom).
• Prepare and distribute reminders to attorneys regarding upcoming hearings.
• Prepare and distribute case calendar reports to case teams.
• Create and update case information in the firm’s docket system (currently Law ToolBox, with a migration to Milana).
• Assist with the migration to Milana, including set-up, and training.
• Maintain an accurate calendar of all scheduled events including statutory deadlines, court hearings, mediations, depositions, site inspections, etc.
• Confirm and manually calculate filing deadlines pursuant to local, state and federal rules.
• Inform all parties of any changes to the court schedule promptly.
• Attend calendar meetings.
• Perform other duties as assigned.

Qualifications and Requirements

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Equal Opportunity Employer

Kahana Feld provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type

Full-Time, Non-Exempt

Supervisory Responsibilities

None

Work Location

Hybrid

Work Schedule

8 : 30am - 5 : 30pm Monday-Friday. Occasional weekends and holidays.

Physical Requirements

Primarily sedentary work. Exerting up to 10 pounds of force occasionally and / or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and / or fingers. The worker is required to have close visual acuity to perform an activity such as : preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances, and / or drive a vehicle to deliver and pick up materials. Work can be performed with or without accommodations.

Travel

5-10% domestic travel by car and plane.

Requirements :