Job Description

Hardy Wolf & Downing, P.A., one of Maine's leading personal injury law firms, is seeking a highly organized Case Management & Operations Assistant to support our case management, operations, and reception teams.

This full-time, on-site role involves assisting Case Managers with organizing medical records and bills, tracking damages and liens, and maintaining accurate documentation in Clio, the firm's case management platform. The role also includes light operational and administrative support in collaboration with the Controller/Operations Manager and the Reception Team.

Ideal for a professional who enjoys focused, precise work and supporting firm operations with growth potential into a full Case Manager position.

Key Responsibilities

Support the Case Management team with file organization, medical record and billing requests, and data entry in Clio. Review and upload medical records, bills, and correspondence to ensure accurate and complete case documentation. Communicate with medical provider offices, lienholders, and insurers to verify records, balances, and lien status. Assist and cross-train under the Controller/Operations Manager on key operational functions--including payroll preparation, client disbursements, bank liaison tasks, and bill pay processes--to provide support during high-volume periods and coverage when the Controller is out of the office. Provide scheduled reception coverage one day per week and backup coverage as needed, including greeting clients, answering calls, and managing deliveries.

Qualifications

Exceptional attention to detail and organizational skills. Strong written and verbal communication abilities. Comfortable working independently within structured systems and processes. Professional and courteous in all interactions. Proficiency with Clio, Excel, PDF Editors, Outlook, and willingness to learn AI-assisted tools used for case documentation and analysis. Prior experience in a legal, medical, or administrative support environment preferred.

What We Offer

Competitive compensation commensurate with experience. Employer-paid medical insurance with deductible reimbursement, plus dental/vision reimbursement benefit. 401(k) with employer contribution. Paid time off and holidays. Collaborative, well-organized workplace with opportunities for advancement.
Job Type: Full-time

Pay: $23.00 - $26.00 per hour

Expected hours: 40 per week

Benefits:

Health insurance Paid time off
Ability to Commute:

Lewiston, ME 04240 (Required)
Work Location: In person