CASE MANAGER JOB DESCRIPTION

Title: Case Manager

Location: Uptown Oakland, CA

Schedule: Full Time, Monday through Friday. This position is not remote and is required to work in-office daily 9:00 a.m. to 6:00 p.m. (with a one-hour lunch).

Salary: $75,000/year or $36.06/hour (Non-negotiable)

Start Date: Immediate

Company Description:

ADR Services, Inc. is a private alternative dispute resolution provider that administers and schedules mediations, arbitrations, and private trials for retired judges and attorneys throughout California. Headquartered in Los Angeles, we also maintain offices across the state and are recognized as a leader in the dispute resolution field. We are proud to work with many of the industry’s most respected neutrals and are known for providing premier service to our clients. www.adrservices.com

Position Overview:

We are seeking a full-time Case Manager to join our Oakland office. This position is part of a three-person team and plays a critical role in coordinating and monitoring active cases, providing exceptional administrative and client-facing support, and ensuring operational excellence. You will report to a Senior Case Manager and work alongside an Assistant Case Manager. This role is ideal for candidates with 4–5 years of legal or professional services experience who are detail-oriented, process-driven, and thrive in a dynamic team environment.

Key Responsibilities

Case Management & Coordination

• Serve as a primary point of contact for assigned neutrals (retired judges and attorneys), providing white-glove administrative support
• Schedule and manage mediations, arbitrations, judicial references, private trials, and consultations
• Draft and distribute confirmation emails, hearing notices, disclosures, and billing statements
• Conduct conflict checks and ensure timely and accurate entry into the internal Case Management System
• Coordinate Zoom hearings and ensure all technical requirements are met
• Upload documents and maintain complete and accurate case records on a daily basis
• Respond to phone calls and emails in a timely and professional manner
• Conduct proactive follow-ups on outstanding inquiries twice a week to help generate business opportunities
• Ensure all aspects of calendaring, case preparation, and communication are aligned with internal protocols

Client and Neutral Support

• Maintain a strong understanding of assigned neutrals’ expertise and availability
• Act as liaison between attorneys, clients, and neutrals to streamline communication and logistics
• Assist in supporting neutrals’ business development and client relationship goals through thoughtful coordination and service excellence
• Help address unassigned or urgent matters with initiative and a client-focused mindset

Team Collaboration & Contribution

• Work closely with the Senior Case Manager and Assistant Case Manager to manage shared caseloads
• Assist with training, mentoring, and providing feedback to support junior staff
• Participate in bi-weekly team meetings and case strategy sessions
• Collaborate with other departments, including reception and accounting, to ensure seamless case administration and client service
• Uphold and model best practices in communication, database management, and client-facing professionalism

Job Qualifications:

• Availability to come in-person full time (this is not a hybrid or remote role).
• Bachelor’s degree (required)
• 4–5 years of experience in legal services, case administration, or professional office coordination
• Paralegal certification or prior experience in a client-facing role in a legal or dispute resolution environment is a plus
• Proficiency in Microsoft Word, Outlook, and Excel; comfort working with case management or CRM systems
• Excellent problem-solving and critical thinking skills; able to take ownership of tasks and see them through to completion
• Strong written and verbal communication skills
• Highly organized, attentive to detail, and deadline-oriented
• Discreet and professional demeanor with a commitment to confidentiality
• Proactive attitude with a “no task is too big or too small” mindset
• Ability to thrive in a fast-paced environment while maintaining grace under pressure

Benefits:

ADR Services, Inc. values our employees’ efforts and contributions to the company. Our commitment to your success is enhanced by our competitive compensation and a comprehensive benefits package, including:

• Medical Coverage
• Dental and Vision Coverage
• Health Care Flexible Spending Account Plan (FSA)
• Health Savings Account Program (HSA)
• 401(k) Retirement Plan
• Employee Assistance Program
• Marketplace Perks at Work (Employee Discounts)
• Training and Development
• Adoption Assistance Program
• Life and Accidental Death & Dismemberment Insurance
• Sick Leave and Vacation

Please do not call or email the office directly.

Please submit a cover letter and resume in PDF format only in order to be considered for this position. Word Documents will not be opened.