Hearing Coordinator

US DEFAULT GROUP INC•Plantation, FL

3d•Onsite

About The Position

The Hearing Coordinator at RAS LaVrar provides critical administrative and logistical support to the litigation department, ensuring the firm’s court calendar is meticulously organized and fully staffed. Supervised by the Team Lead of Hearings, this role is responsible for the end-to-end coordination of court appearances, from processing incoming judicial mail and updating case management systems to securing local counsel coverage and managing attorney schedules. The position ensures operational continuity, prevents scheduling conflicts, and upholds the firm’s standards for accuracy and timeliness in a high-volume, fast-paced legal environment.

Requirements

Exceptional ability to manage complex calendars and high volumes of data with zero-defect accuracy.
Familiarity with legal terminology and the basic flow of court proceedings, specifically regarding hearing notices and judicial orders.
Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to quickly master legal case management software (JST/MCHO).
Demonstrated ability to prioritize urgent court deadlines and manage a high-volume workload in a fast-paced environment.
Clear and concise verbal and written skills, maintaining professional etiquette when interacting with attorneys, vendors, and court staff.
Ability to identify scheduling gaps or data discrepancies and resolve them through proactive communication and research.
High School Diploma or GED required.
1–2 years of experience in an administrative or clerical role, preferably within a law firm, insurance company, or high-volume corporate environment.
A high degree of accountability and the ability to work effectively under the supervision of a Team Lead while maintaining independent productivity.

Nice To Haves

Some college coursework in Legal Studies or a related field is a plus.
Prior experience with legal calendaring or document management systems is highly preferred.

Responsibilities

Coordinate and set hearings by navigating various court portals and judicial requirements, ensuring all dates are accurately captured on the firm’s master calendar.
Monitor hearing dockets to identify coverage needs; manage the "hiring out" of external attorneys where relevant to ensure every hearing has adequate and qualified legal representation.
Review and maintain internal attorney calendars, proactively identifying and resolving potential scheduling conflicts or double-bookings.
Process a high volume of hearing-related mail, accurately identifying court notices, orders, and pleadings for immediate action.
Input critical hearing data into internal systems (JST and MCHO), performing account look-ups and updating status/action codes to reflect real-time case progress.
Ensure all hearing-related documentation is properly uploaded to digital files and that all stakeholders are notified of upcoming deadlines or appearance changes.
Act as a point of contact for external counsel and court clerks, relaying instructions and appearance details with professional clarity.
Monitor the flow of documents to and from external counsel to ensure all results and signed orders are received and recorded promptly following a hearing.