Case Coordinator - Immigration Law

About the role

Ellis Porter is a growing immigration law firm dedicated to improving the immigration experience for employers and individuals. We are looking for a Case Coordinator to provide operational and administrative support to attorneys, senior case managers, and case managers throughout the immigration case lifecycle. This role handles foundational tasks that keep cases moving, including creating and maintaining records, entering client data, assembling filing packages, and coordinating physical mailings. The position is designed to free senior case managers and case managers to focus on legal analysis, form drafting, and client communication.

This is a great opportunity for someone interested in building a career in immigration law and gaining hands-on exposure to every phase of the case preparation process. You will work closely with experienced team members, build familiarity with employment-based immigration processes, and develop the organizational and technical skills that support long-term success and a clear growth path to a Case Manager position for high performers.

This position can be fully remote from any U.S. location, or based in either our Troy, MI or Ann Arbor, MI office as an in-person or hybrid role. All work must be performed within the United States.

Responsibilities

• Record Creation & Case Setup:
  • Create new party records (clients, employers, signatories) in the case management system upon matter opening, ensuring all foundational fields are populated accurately.
  • Create and configure new matter records, linking the correct employer, employer signatory, attorney of record, and client records.
  • Verify that employer records contain current data and flag records that need annual updates.
  • Link case signatories and HR contacts to the appropriate matter records before form drafting begins.
• Data Entry & Document Processing:
  • Enter client data into the case management system from uploaded source documents.
  • Transcribe key data from client Word-based questionnaires into the appropriate case management system fields so that form-generation tools can auto-populate correctly.
  • Review uploaded client documents for completeness and organize them into the correct folders within the case management platform.
  • Retrieve I-94 records from the CBP website and enter arrival/departure data into the system.
  • Maintain and update attorney records in the system when attorneys are onboarded or when bar information changes.
• Form & Case Coordination Support:
  • Assist with generating draft forms using the firm's form-generation tool and performing initial quality checks on auto-populated fields before handing off to the Case Manager for review.
  • Compile supporting documents and evidence for filing packages under Senior Case Manager direction.
  • Assemble filing packages by inserting signed signature pages into the forms and arranging supporting documents in the correct order per the cover letter and USCIS filing requirements.
  • Prepare cover letter shells using firm templates, populating case-specific information for Case Manager or Senior Case Manager finalization.
  • Assist Case Managers with form revisions by making non-substantive corrections, as directed.
• Filing & Mail Operations:
  • Create FedEx shipping labels for outbound USCIS filings.
  • Review incoming government notices to confirm the recorded data is accurate, update any related matter fields in the case management platform, and prepare approval-notice cover letters and client emails to transmit original notices to clients.
  • Prepare cases for ePackage submission, ensuring all components are properly formatted and uploaded.
  • Maintain a log of outbound and inbound filings for tracking purposes.
• Workflow & Administrative Support:
  • Update case workflows and task statuses in the case management platform as work is completed.
  • Monitor assignments and assist with tracking task due dates and turnaround times.
  • Provide general administrative support to Senior Case Managers, including scheduling, document management, and filing-fee invoice coordination with billing.
  • Participate in quality assurance checks, including cross-referencing data consistency across forms, cover letters, and support letters before packages are finalized.

Skills and Experience

• Bachelor's degree or equivalent combination of education and work experience.
• Prior experience in a law firm, immigration services, or legal operations environment preferred.
• Familiarity with USCIS forms (I-129, I-539, G-28, I-907) and immigration case workflows preferred.
• Experience with Salesforce-based platforms or legal case management systems (e.g., Litify) preferred but not required.
• Strong attention to detail and accuracy in data entry and document handling.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced environment.
• Strong organizational skills and the ability to follow structured processes and checklists.
• Professional written and verbal communication skills.
• Comfort working with databases and learning new software systems.
• Experience with document assembly or form-generation tools.
• Bilingual skills are a plus.