Legal Files Coordinator

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Legal Files Coordinator based in South Africa. As a Legal Files Coordinator, you will provide essential administrative support to a US-based legal practice, helping ensure client matters progress efficiently and accurately. You will be responsible for organizing legal files, preparing documentation, maintaining case notes, and tracking outstanding requirements. Through regular client communication, appointment confirmations, and proactive follow-ups, you will help ensure that important information is collected and deadlines are met. You will also prepare legal plans and supporting documents while handling sensitive information with the utmost discretion. This fully remote opportunity offers a structured, full-time schedule and the chance to contribute to a professional, client-focused legal environment. It is an excellent fit for an organized, self-motivated professional who combines strong communication skills with attention to detail and a commitment to reliable legal support.

Legal Administrative Support: Provide ongoing administrative assistance to the legal team, prioritizing tasks according to operational needs and ensuring the smooth progression of client matters. Legal Document Preparation: Draft legal plans, correspondence, and supporting documents accurately, ensuring all required information is complete and properly formatted. Client File Management: Create, organize, update, and maintain client files and legal records, ensuring documentation remains accurate, accessible, and well structured. Document Tracking and Follow-Up: Maintain document checklists for each client, identify missing or incomplete information, and proactively contact clients to obtain outstanding materials. Client Communication: Conduct approximately 16–30 calls per day to follow up on documentation, confirm appointments, clarify requirements, and support timely case progression. Case Notes and Recordkeeping: Prepare and maintain detailed case notes, documenting relevant communications, updates, and actions taken to ensure continuity across legal matters. Progress Monitoring and Reporting: Prepare end-of-day reports summarizing completed tasks, case progress, outstanding documentation, unresolved issues, and items requiring further attention. Deadline and Priority Management: Monitor pending tasks and documentation requirements, identify potential delays, and communicate issues promptly to the appropriate team members. Confidentiality and Compliance: Handle sensitive client information and legal documentation with professionalism, discretion, and careful attention to accuracy. Independent Task Management: Take ownership of assigned responsibilities, manage multiple matters simultaneously, and identify practical solutions to administrative challenges. Requirements: Relevant Experience: At least 1 year of experience working as a legal assistant, with practical knowledge of legal administrative processes. Legal Drafting Skills: Demonstrated experience preparing legal documents and plans is required. English Proficiency: Excellent written and verbal English communication skills, with the ability to draft clear documentation and communicate confidently with clients. Telephone Communication: Ability to conduct client-related calls professionally, follow up on outstanding requirements, and confirm appointments with appropriate telephone etiquette. Legal Software Knowledge: Familiarity with legal customer relationship management (CRM) systems and Microsoft Office is required or strongly preferred. Experience with WealthCounsel is an advantage. Document Management: Experience organizing legal files, maintaining case notes, tracking documentation, and managing client document checklists. Administrative Reporting: Ability to prepare accurate end-of-day reports and communicate case updates, outstanding items, and potential delays clearly. Organizational Skills: Excellent attention to detail, time management, and prioritization skills, with the ability to manage multiple cases and deadlines simultaneously. Problem-Solving and Initiative: A proactive, self-motivated, and resourceful approach, including the ability to identify missing information, anticipate potential issues, and follow up independently. Professionalism and Discretion: A strong commitment to confidentiality, accuracy, client service, and responsible handling of sensitive legal information. Remote Work Readiness: Ability to work independently in a fully remote environment while maintaining productivity, accountability, and effective communication. Schedule Availability: Availability to work Monday through Friday, from 9:00 AM to 6:00 PM Eastern Time, with the ability to align with US business hours. Benefits: Competitive monthly compensation: USD $1,142–$1,220. Fully remote work: Work from home in South Africa while supporting a US-based legal practice. Paid time off: Access to paid leave to support work-life balance and personal well-being. Performance bonuses: Additional earning opportunities through bonus programs. Full-time, long-term opportunity: Build a stable professional career in a remote legal support role. Parental leave: Benefits to support employees during important family milestones. Professional development and training: Opportunities to strengthen legal administrative skills and develop professionally. Dedicated team support: Work with a team that provides guidance and support throughout your responsibilities. Values-driven collaboration: Contribute to a professional environment focused on alignment with clients' values and service expectations.