Case Administrator

Parking is not included and costs about $400/month to park in the building. There is a lot a couple blocks away that is closer to $200/month.

About the role

Our client's Dispute Resolution Services team handles the arbitration and mediation of disputes involving investors, brokerage firms, and their registered representatives. This is crucial to upholding the integrity of our stock markets. This person will be assigned a docket of cases, with responsibility to ensure that all case activities proceed timely and accurately.

Responsibilities

• Manages assigned docket of cases, ensuring all case activities proceed timely and accurately.
• Utilizes the ODR Portal and internal docket management programs.
• Analyzes assigned cases for accuracy and completeness, anticipating and resolving issues that may arise during the course of the case.
• Acts as liaison between parties and arbitrators to facilitate resolution of pre-hearing motions and requests.
• Ensures motions for the panel are addressed in a timely manner and monitors case-related reports to ensure compliance with deadlines and expectations.
• Analyzes, summarizes, and makes recommendations on administrative motions for decision by the Director, with limited assistance.
• Advises panel as to procedural matters and provides guidance on FINRA's arbitration rules and procedures, with limited assistance.
• Answers parties’ pre- and post-award inquiries orally and in writing.
• Provides excellent customer service and responds to customer complaints orally and in writing.
• Attends hearings when necessary to observe arbitrators and fairness of the proceedings.
• Drafts and serves awards in a timely manner, disposing of all issues submitted for resolution with limited assistance.
• Closes cases by award in a timely manner and ensures they are closed with financial accuracy.
• Evaluates arbitrator performance.
• Monitors post-award litigation.
• Initiates disciplinary referrals.
• Oversees the entire arbitration process across assigned cases.
• Supports and guides the team by answering questions and escalating case-related issues to management when needed.
• Provides excellent customer service and procedural guidance (non-legal) to parties, counsel, and mediators.
• Ensures smooth coordination and case progression across all stakeholders.
• Participates in a weekly rotation to support on-site arbitration hearings.

Requirements

• 4+ years of legal experience, preferably with a Juris Doctor.
• Previous experience or strong interest in mediation/arbitration/negotiation.
• Excellent time management and people skills.
• Ability to multitask and be extremely organized.
• Experience handling multiple cases simultaneously and at a high volume (170–200 mediation cases).
• Strong leadership skills; responsible for leading a team of 3.
• Extremely strong writing skills with a high level of accuracy—published work must be error-free.
• Bachelor’s degree and 4 years of related experience or equivalent combination of education and experience; JD strongly preferred.
• Expertise using a desktop computer with the full suite of electronic office applications and other office equipment.
• Strong knowledge of electronic docket management programs and web-based Portal systems (a plus).
• Excellent customer service, interpersonal, and written and verbal communication skills.
• Highly organized and able to perform multiple tasks efficiently and accurately in a fast-paced environment under tight time constraints.
• Ability to function effectively in a team environment and work with others to meet deadlines.
• Strong work ethic, positive attitude, and professional demeanor.
• Strong communication, time management, organizational, and attention-to-detail skills.
• Demonstrated discretion and sound judgment due to the confidential nature of the work.
• Must be able to go on-site to the LA office 3x per week (flexible on which days). There may be times when they will need to be in 5x per week, planned months in advance.
• Required to be on-site once per month (third Thursday).

Candidate Profile

Seeking a candidate with experience and demonstrated interest in arbitration or alternative dispute resolution (ADR), including arbitration, mediation, negotiation, or the security industry. Candidates should show a genuine focus on ADR—this is not suited for someone who has only practiced law without specific interest or exposure to these areas.

Team Structure

The Case Administrator leads a support team consisting of:

• Case Coordinator (Legal Assistant)
• Senior Case Coordinator (Senior Legal Assistant)
• Case Specialist (Paralegal)

Pay

The pay range for this position is $45.00 - $55.00/hr. Individual compensation offered within this range will depend on qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Benefits

Eligibility requirements apply to some benefits and may depend on job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include:

• Medical, dental, and vision
• Critical Illness, Accident, and Hospital insurance
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short- and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation, or Sick Leave)

Schedule

• Hybrid position based in Los Angeles, CA.
• Required to be in the office 3 days per week (flexible on which days).
• May be required to be on-site 5 days per week, planned months in advance.
• All staff are required to be on-site once per month (third Thursday).