Case Coordinator (Internal Applicants Only)

At Ellis Porter, our goal is to improve the immigration experience for employers and individuals so they can thrive in a smaller world. To do this, we've built a team of dedicated immigration professionals (we call ourselves Porters) who believe passionately in the economic and cultural benefits that immigration provides to America, and who excel at providing our clients with refreshingly clear guidance, uniquely creative strategies, and remarkably responsive service, all with genuine empathy and a personal touch.

Immigration law is very complex and full of constant challenges, but the Ellis Porter team loves what we do, and who we do it with, and we find great satisfaction in knowing that our work positively and intimately impacts our clients’ lives and companies.

Our Culture:

We're also immensely proud of (and protective of) our culture at Ellis Porter. It's not what you would expect from a typical law firm, because we're not a typical law firm. We take our work seriously, but not ourselves. We don't tolerate drama, and jerks are not allowed. And we’ve built a wonderfully diverse team of Porters who reflect the diversity of the clients we serve.

As our team continues to grow, we’ve remained committed to cultivating an inspiring, authentic, comfortable, and flexible work environment where you are respected, encouraged to bring your whole self to work, and challenged to continue your professional growth in the legal immigration field.

The Position

The Case Coordinator provides 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 — creating and maintaining records in the firm's case management system, entering client data from source documents, assembling filing packages, and coordinating physical mailings. The position is designed to free SCMs and CMs to focus on legal analysis, form drafting, and client communication by ensuring that administrative and data-entry work is handled upstream.

This is a great opportunity for someone who is interested in taking the next step 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 CM position for high performers.

What You’ll Do:

  Record Creation & Case Setup

• Create new party records (clients, employers, signatories) in EPICENTER 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 (company name, FEIN, address, business type, year established) and flag records that need annual updates (employee count, financials).
• Link case signatories and HR contacts to the appropriate matter records before form drafting begins.

   Data Entry & Document Processing

• Enter client biographical data into EPICENTER from uploaded source documents, including passport information, I-94 numbers (retrieved from the CBP website), visa expiration dates, A-numbers, and Social Security numbers.
• Transcribe key data from client Word-based questionnaires into the appropriate EPICENTER fields (job title, salary, worksite address, third-party worksite information) 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 EPICENTER 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 CM for review.
• Compile supporting documents and evidence for filing packages under SCM 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 (Core Services handles physical printing, scanning, and mailing after handoff).
• Prepare cover letter shells using firm templates, populating case-specific information for CM or SCM finalization.
• Assist CMs with form revisions by making non-substantive corrections (name formatting, address updates, date corrections) as directed.

   Filing & Mail Operations

• Create FedEx shipping labels for outbound USCIS filings; Core Services places the package with FedEx and tracks the shipment.
• Review incoming government notices scanned and uploaded by Core Services (receipt notices, RFEs, approval 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, then submit the ePackage request to hand the case to Core Services for scanning, attorney approval, and FedEx mailing.
• 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 the CM Assignments spreadsheet and assist with tracking task due dates and turnaround times.
• Provide general administrative support to SCMs, 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.

What Skills and Experience You’ll Bring:

• Bachelor's degree or equivalent combination of education and work experience.
• Strong attention to detail, accuracy in data entry and document handling is critical.
• 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.
• 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., EPICENTER, the case management platform, Litify) preferred but not required.
• Experience with document assembly or form-generation tools.
• Bilingual skills are a plus.