Senior US Litigation Docketing & Deadline Control Specialist

Senior US Litigation Docketing & Deadline Control Specialist

Full-Time | Remote – Philippines | $1,200–$2,000 USD per Month (Depending on Experience)

About Our Firm

We are a growing California-based law firm seeking an experienced US Litigation Docketing and Deadline Control Specialist to oversee and independently verify litigation deadlines across our practice.

Our firm handles civil litigation matters in California state and federal courts. We have an established team of attorneys, paralegals, and administrative personnel and are continuing to expand.

We are looking for an exceptionally organized, detail-oriented professional who can take ownership of our firm's deadline monitoring and verification processes.

This is not a general virtual assistant or basic calendar management position. We are seeking someone with actual US civil litigation experience.

Position Overview

The Docket Specialist will serve as the firm's central deadline-control and auditing professional.

Our attorneys and paralegals will continue managing their individual cases, entering deadlines, and updating our case management systems. Your responsibility will be to independently verify that deadlines are accurate, properly assigned, monitored, and completed.

You will be responsible for identifying discrepancies, detecting potential missed deadlines, following up on unresolved matters, and escalating issues before they become problems.

You will report to senior administrative leadership and have direct escalation access to the responsible attorneys when critical deadline issues arise.

The objective is to establish a reliable system in which no litigation deadline goes unidentified, unassigned, unverified, or unreported.

Primary Responsibilities

1. Litigation Deadline Management

Review litigation calendars and upcoming deadlines across all active cases.

Review court orders, hearing notices, discovery requests, motions, service records, and other litigation documents.

Independently calculate or verify proposed deadlines under applicable California and federal procedural rules, subject to attorney approval.

Identify missing, conflicting, incorrectly calculated, or unassigned deadlines.

Ensure deadlines are accurately recorded in Clio Manage and the firm's management dashboard.

Monitor deadlines for discovery, motions, hearings, trial preparation, filings, and service requirements.

2. Independent Docket Auditing

Conduct daily audits of the firm's litigation calendar.

Compare Clio Manage, Microsoft SharePoint dashboards, court documents, and relevant communications.

Verify that each deadline has an assigned attorney and responsible staff member.

Identify deadlines that are approaching without documented progress.

Verify filing confirmations, proof of service, and other evidence that required actions were completed.

Maintain accurate records of discrepancies, corrections, and escalations.

3. Deadline Accountability and Escalation

Follow up with attorneys, paralegals, and administrative staff regarding approaching deadlines.

Identify tasks that have not been completed or acknowledged.

Escalate urgent deadlines directly to the responsible attorney and designated management.

Continue tracking unresolved issues until they are appropriately addressed.

Maintain written records of alerts, follow-ups, and acknowledgments.

Immediately report potential missed deadlines or serious calendaring discrepancies.

4. Reporting and Dashboard Management

Prepare a daily report identifying deadlines requiring attention.

Maintain a consolidated view of upcoming litigation deadlines.

Identify overdue tasks, missing documentation, and unresolved deadline risks.

Prepare weekly docket integrity reports for management.

Help improve the firm's existing SharePoint-based deadline tracking dashboard.

Recommend process improvements to reduce errors and improve accountability.

5. Systems and Process Improvement

Develop and maintain standardized docket-control procedures.

Establish consistent methods for verifying deadline entries and completion evidence.

Identify recurring weaknesses in the firm's calendaring processes.

Assist with implementing automation and AI-assisted workflows for identifying potential deadlines.

Ensure that automated deadline calculations and extracted information receive appropriate human verification.

Help build a scalable docketing system as the firm expands.

Minimum Qualifications — ALL Required

Applicants must meet every qualification below:

At least TWO (2) years of hands-on experience with US civil litigation docketing, calendaring, or litigation deadline management.

Experience working for a US law firm or US litigation practice.

Demonstrated experience reviewing court orders, discovery documents, and litigation deadlines.

Working knowledge of US civil litigation procedures and court deadlines.

Experience using legal practice management, docketing, or litigation calendaring software.

Excellent written and spoken English.

Exceptional organizational skills and attention to detail.

Ability to independently identify discrepancies, follow up on unresolved issues, and escalate problems.

Ability to work during designated California business hours, including reliable coverage of critical deadlines.

Reliable internet access and an appropriate remote working environment.

Applicants who do not meet ALL minimum qualifications should not apply.

Preferred Qualifications

The following qualifications are strongly preferred but not mandatory:

Experience with California state court civil litigation.

Experience with federal civil litigation.

Familiarity with California Code of Civil Procedure deadlines and the Federal Rules of Civil Procedure.

Experience with Clio Manage.

Experience with Microsoft SharePoint, Microsoft 365, Excel, and Power Automate.

Experience conducting independent litigation calendar audits.

Experience supporting multiple attorneys and substantial litigation caseloads.

Familiarity with electronic filing systems and court docket monitoring.

Experience creating operational reports and management dashboards.

Performance Expectations

The successful candidate will be expected to:

Maintain a comprehensive and accurate docket-control process.

Ensure every identified critical deadline has an assigned attorney and staff owner.

Identify and promptly escalate potential deadline errors.

Verify completion of filings and other deadline-related tasks.

Maintain accurate documentation of follow-ups and escalations.

Deliver daily and weekly docket reports on time.

Help management identify and correct recurring calendaring problems.

You will be accountable for the accuracy and reliability of your assigned verification, monitoring, reporting, and escalation duties. Attorneys retain responsibility for legal deadline determinations and professional supervision.

Compensation and Schedule

Compensation: $1,200–$2,000 USD per month, depending on experience and qualifications.

Employment Type: Full-time, 40 hours per week.

Location: Remote – Philippines.

Schedule: Must be available during designated California business hours. The exact schedule will be discussed during the interview process.

We are seeking a long-term team member who wants to grow with an expanding US law firm.

Selection Process

Qualified applicants will participate in a structured hiring process that may include:

Review of relevant US litigation experience.

Written screening questions.

A paid practical litigation calendaring assessment.

A live video interview.

Employment and professional reference verification.

The practical assessment will involve fictional litigation documents and a sample calendar containing errors. Candidates will be evaluated on their ability to identify discrepancies, explain calculations, recognize uncertainty, and appropriately escalate issues.

MANDATORY APPLICATION INSTRUCTIONS

IMPORTANT: READ CAREFULLY BEFORE APPLYING.

We receive numerous applications and will only consider candidates who meet ALL minimum qualifications.

To confirm that you have reviewed the requirements and meet every one of them, you must use the following EXACT EMAIL SUBJECT LINE:

DOCKET SPECIALIST – I MEET ALL REQUIRED QUALIFICATIONS

By using this subject line, you are certifying that you meet all mandatory qualifications, including at least TWO (2) years of hands-on US civil litigation docketing or deadline management experience.

In the body of your email , please provide:

Your total years of US civil litigation experience.

The names or types of US law firms where you have worked and the nature of your responsibilities.

The states and court systems with which you have experience.

The legal practice management and calendaring software you have used.

A brief description of how you verify litigation deadlines and identify calendaring errors.

Your expected monthly salary in US dollars.

Your availability to work during California business hours.

Your résumé or CV.

APPLICATIONS THAT DO NOT CONTAIN THE EXACT REQUIRED SUBJECT LINE WILL NOT BE REVIEWED OR CONSIDERED. NO EXCEPTIONS.

Please do not apply if you do not meet every mandatory qualification.

We look forward to hearing from experienced litigation professionals who take pride in accuracy, reliability, accountability, and attention to detail.