Client Relations Coordinator

Client Relations Coordinator

• Industry: U.S. Immigration Law
• Candidate Location: Remote position open to candidates from any country in Latin America.
• Experience: Must have +1 year of experience in U.S. immigration with focus on managing client communications.

About the Firm

Our client is a dynamic, immigration law firm. With 2 years of successful operations, they have quickly established a reputation for fearless advocacy and high-touch legal service. The firm specializes in high-impact immigration matters, including humanitarian relief, family-based petitions, and removal defense.

This practice operates with the agility and energy of a startup. This is a unique opportunity to join a growing team where your contributions have a direct impact on the firm's internal processes and culture. The firm's mission is built on empathy and transparency. They pride themselves on a human-first approach, ensuring that every client feels a deep sense of belonging while receiving top-tier legal representation.

About the Job

As a Client Relations Coordinator, you will play a crucial role in ensuring seamless communication between our firm and its clients while supporting the overall operations of our immigration law practice. This position combines client relationship management with document collection and coordination.

You will be responsible for managing all client interactions, collecting required documents and information, maintaining regular communication, and ensuring that all client inquiries and concerns are addressed promptly and efficiently. Your role encompasses client communication, document collection, and team collaboration to ensure clients receive the highest level of service and support.

Responsibilities

#1 Client Communication and Updates

• Answer Legal Team phone calls, addressing client questions or concerns, forwarding calls to the appropriate team member, or scheduling attorney calls.
• Respond promptly and professionally to client inquiries and requests via email, text message, or voicemail.
• Schedule client appointments, including in-house meetings, biometrics, USCIS interviews, and Master/Individual hearings; update the removal tracker with court hearing dates.
• Maintain regular, proactive communication with clients via phone, email, and text.

#2 Document Management

• Serve as the client's primary point of contact for gathering required documents and biographical information through the Pipefile system.
• Request and collect documents and biographical information from clients to support pre-filing packages, RFEs, and supplemental filings.
• Track outstanding or incomplete document requests and follow up proactively with clients until collection is complete.
• Flag missing, unclear, or overdue submissions to the Document Specialist for processing.
• Submit FBI background check requests, including submitting and uploading results.
• Create documents for signatures through Vinesign, including records of release and third-party authorizations.
• Process address changes for clients, ensuring FileVine is updated and updates are submitted to USCIS and other relevant parties, including AR-11 and EOIR-33.

#3 Client Support

• Keep clients informed on case progress and next steps.
• Help clients understand legal procedures and requirements with clear, reassuring guidance.
• Coordinate with team members to resolve client needs and concerns.
• Provide weekly reports on document collection progress, including delays, completeness, and unresponsive clients.

You're the ideal fit if you:

• Are bilingual (Spanish & English) with strong detail-oriented & communication skills.
• Bring at least 1 year of experience in Immigration Law for U.S.-based firms, with a focus on client communications.
• Have hands-on experience managing live client phone calls in a professional services or legal environment.
• Are skilled at persistent, diplomatic follow-up to keep clients on track with document submissions and deadlines.
• Are comfortable multitasking across client communication, appointment scheduling, and administrative support without dropping details.
• Have experience working within a CRM or case management platform (e.g., FileVine or similar) for document tracking, e-signature routing (e.g., Vinesign), and case status updates.
• Demonstrate strong follow-through and can independently manage a queue of client requests and appointments.
• Handle sensitive client and case information with strict confidentiality and discretion.

Technical Requirements

• Candidates must have a laptop or desktop computer with 8GB RAM, Core i5 or above.
• Integrated external webcam for virtual meetings.
• Stable internet connection.

What's Offered

• Monthly salary range: USD 1,500–1,700
• Open to negotiation based on experience
• Full-time position of 40 hours per week
• 100% Remote
• Monday to Friday, 9:00 a.m. – 5:00 p.m. EST
• Weekends Off
• 12 U.S. Federal Holidays PTO
• PTO + Mental Health Days