Docketing Coordinator

White & Case LLP•New York, NY

6d•$80,000 - $110,000

About The Position

Our Office Operations team is at the heart of ensuring the smooth and efficient functioning of the Firm’s day-to-day operations. Our team manages the infrastructure, systems and services —both globally and locally—relating to our office workplaces, onsite and remote operational services, security, safety and a range of other areas. We provide PA support and manage document production, translation and travel services. Our team is responsible for our client-facing areas across the Firm, always seeking to ensure that clients and other visitors have an experience that is world-class. We also take the lead in running our day-to-day operations in the most environmentally sustainable way possible. The Docketing Coordinator will oversee the Firm’s centralized litigation calendaring functions, ensuring accurate, timely, and consistent management of all deadlines across jurisdictions. This role serves as the coordinator of the department’s calendaring inbox and related requests, assigning and tracking docketing tasks, supervising new matter setup, and acting as a key resource for case teams on complex date calculations, procedural rules, and department capabilities. The Docketing Coordinator will troubleshoot calendaring and vendor related technical issues, collaborating with internal and external stakeholders to enhance systems and develop protocols that promote efficiency and reduce risk. This role requires close collaboration with attorneys, legal assistants and practice support staff to provide reliable calendaring information, resolve discrepancies and promote best practices in deadline management. It also includes training team members, preparing training presentations for the department, and serving as a liaison for the department’s IP docketing operations.

Requirements

5+ years’ experience working a Managing Attorney’s/Clerk’s Office at large law firm
Advanced knowledge of federal and state court rules and deadline calculation
Proficiency with docketing and case management software, such as CourtAlert, Milana or Compulaw.
Familiarity with CompuLaw, CourtAlert, Bloomberg Law, and ECFx, Courthouse News, CourtAlert, Bloomberg Law, PacerPro, and ECFx
Strong technical skills and experience troubleshooting software or vendor-related issues
Comprehensive understanding of litigation stages and associated workflows
Ability to handle, prioritize, and complete assignments with competing deadlines
Attention to detail and a high level of accuracy in all work activities
Positive, resourceful, and flexible approach
Excellent written and verbal communication skills

Responsibilities

Serve as the designated coordinator of the department’s centralized calendaring inbox and related calendaring operations and workflows
Monitor and manage calendaring requests to ensure prompt review and distribution
Assign docketing and calendaring tasks to team members based on workload, jurisdiction, and complexity
Track calendaring requests to completion to ensure accuracy and timeliness
Oversee setup of new matters in the firm’s docketing system, ensuring triggering dates, deadlines and jurisdiction specific requirements are properly entered
Ensure case teams receive confirmation of case setups and calendared deadline reports
Address complex calendaring questions and issues raised by case teams and provide guidance
Act as key point of contact for case teams regarding calendaring capabilities and limitations, alert coverage, and jurisdiction-specific practices
Troubleshoot technical issues involving calendaring software and third-party alert providers
Collaborate with internal IT teams and external vendors to resolve system issues and improve functionality
Develop and maintain internal protocols for inbox management, task assignment, and quality control practices
Identify and recommend process improvements to enhance workflow efficiency and reduce risk
Assist in training team members on date calculation, best practices, and docketing system features
Stay informed of rule changes and assess their impact on calendaring processes
Prepare presentation materials for weekly meetings, addressing recent rule changes, refreshers, and highlighting key rules and deadline differences in new jurisdictions
Oversee IP docketing inboxes and serve as the primary liaison between the internal IP team and the external docketing vendor and support team, clarifying practices and procedures and assisting with technical issues