Immigration Case Manager

The Immigration Case Manager is responsible for coordinating the movement of immigration cases from intake through completion. This role serves as the primary point of contact for assigned clients and ensures that cases remain organized, deadlines are tracked, required documents are collected, and matters move through the firm's workflow without unnecessary delay.

This is a case management and client service role, not a paralegal role. The Case Manager does not provide legal advice, determine legal strategy, or prepare substantive legal filings. Those responsibilities remain with the attorney and/or paralegal team.

Primary Responsibilities

Client Relationship Management

• Serve as the primary point of contact for assigned clients throughout the life of the matter.
• Conduct new-client onboarding and explain the firm's process, communication expectations and next steps.
• Respond promptly and professionally to client emails, calls and messages.
• Provide procedural case-status updates and communicate next actions that have been approved by the legal team.
• Maintain consistent follow-up with clients who have outstanding documents, questionnaires or information.
• Document material client communications in Docketwise and escalate legal questions to the appropriate attorney.

Case Coordination and Workflow Ownership

• Manage an assigned portfolio of active immigration matters and maintain visibility into the status of each case.
• Open new matters in Docketwise and ensure client, matter and case-stage information is complete and accurate.
• Track milestones, internal due dates, government deadlines and follow-up dates.
• Monitor matters for inactivity and proactively follow up with clients, attorneys or paralegals when a case is stalled.
• Maintain case checklists and move matters through established firm workflows.
• Escalate delays, unusual developments, urgent deadlines and unresolved issues to the supervising attorney or paralegal.

Document Collection and File Organization

• Request required client documents and supporting information based on firm checklists and attorney/paralegal instructions.
• Review submissions for completeness and legibility, without making legal sufficiency determinations.
• Identify missing items and follow up consistently until required documents are received.
• Upload, label and organize documents in Docketwise according to firm naming conventions and file-management standards.
• Confirm that the client file is organized and administratively complete before transfer to the paralegal or attorney for substantive case preparation.

Docketwise and Deadline Management

• Keep Docketwise current with accurate case statuses, notes, tasks, communications and key dates.
• Create and monitor tasks, reminders and follow-up activities.
• Track receipt notices, biometrics appointments, interview notices, RFEs, approvals and other government correspondence.
• Calendar deadlines and ensure responsible team members are alerted well in advance.
• Maintain accurate reporting on assigned cases and identify matters requiring management attention.

Scheduling and Internal Coordination

• Coordinate attorney and client meetings, case-review calls, signing appointments and other case-related appointments.
• Coordinate interpreter services when needed.
• Monitor attorney and paralegal review queues and follow up on pending internal actions.
• Participate in case-review meetings and provide concise status updates on assigned matters.
• Help ensure handoffs between intake, case management, paralegals and attorneys are timely and complete.

Requirements

• Minimum 2 years of direct experience working in a U.S. immigration law firm.
• Hands-on experience managing immigration cases from onboarding through completion.
• Working knowledge of common U.S. immigration case stages, terminology, deadlines and government notices.
• Experience using Docketwise, or substantial experience with a comparable immigration case-management platform and the ability to become proficient quickly.
• Excellent written and spoken English.
• Exceptional client service, follow-up and professional communication skills.
• Strong organizational ability and demonstrated success managing a high volume of active matters simultaneously.
• High attention to detail and disciplined documentation habits.
• Ability to work independently, prioritize competing deadlines and recognize when an issue must be escalated.
• Reliable high-speed internet, dependable computer equipment and a professional remote work environment.
• Ability to work consistently during agreed U.S. Eastern Time business hours.

Preferred Qualifications

• Advanced Docketwise experience.
• Experience with family-based immigration, adjustment of status, consular processing and naturalization matters.
• Prior remote experience supporting a U.S. law firm.
• Bachelor's degree or equivalent professional experience.
• Bilingual ability is a plus.

Role Boundaries

The Immigration Case Manager supports the legal team by managing the client relationship and case workflow.

The Case Manager may communicate procedural information, collect documents, maintain case records, coordinate deadlines and ensure files are administratively ready for legal work. The Case Manager will not:

• Provide legal advice or interpret immigration law for clients.
• Determine eligibility, legal strategy or case theory.
• Prepare substantive immigration petitions, applications, legal briefs or RFE responses as a paralegal would.
• Represent clients before USCIS, EOIR, DOS or any other government agency.
• Independently submit substantive legal work without required attorney authorization.

Performance Expectations

• Client communications acknowledged within one business day.
• 100% compliance with internal and external deadline tracking responsibilities.
• Accurate, current and complete Docketwise records.
• Consistent progression of assigned matters through established workflows.
• Low incidence of cases stalled because of missed follow-up or incomplete administrative coordination.
• Professional, proactive communication with clients and the legal team.
• Consistent adherence to firm SOPs, checklists, confidentiality standards and quality-control procedures.