Paralegal Assistant - General Liability

Hamilton Miller & Birthisel LLP is a premier insurance defense trial law firm with a presence spanning Florida, New York, Virginia, Puerto Rico, Jamaica, the U.S. Virgin Islands, and The Bahamas. We are nationally recognized for our work in insurance defense, admiralty and maritime law, transportation and trucking, personal injury, premises liability, professional malpractice defense, construction, subrogation, and products liability litigation.

The firm holds an AV® Preeminent rating-the highest peer-review distinction from Martindale-Hubbell-and is consistently ranked among the most diverse law firms in South Florida. Our attorneys are known for delivering swift, lucrative results, backed by a 24/7 emergency action response team serving clients in domestic and international jurisdictions.

No agency submissions accepted.

Summary:

We are seeking a Paralegal Assistant that provides administrative and litigation support to attorneys and paralegals within the Insurance Defense practice group. This role assists with the preparation, organization, tracking, and management of discovery, records requests, subpoenas, and case files while supporting all phases of litigation. Responsibilities include maintaining electronic and physical case records, coordinating with medical providers, vendors, and records custodians, monitoring litigation deadlines, preparing for hearings, mediation, deposition, and trial materials, and providing overall case support to ensure efficient case management and successful legal outcomes.

Responsibilities:

Discovery & Document Management:

• Assist attorneys and paralegals with the preparation, organization, and service of discovery documents.
• Monitor and track discovery requests, responses, and deadlines.
• Organize, index, save, and maintain electronic and physical case files.
• Manage documents within the firm’s document management and case management systems.
• Download, organize, assign, and maintain case-related records for attorney and paralegal review.
• Create and maintain electronic case files, including OneDrive folders and document-sharing links.
• Bate stamp discovery materials, medical records, and litigation documents (if applicable).

Medical Records & Records Requests:

• Prepare and process requests for medical, employment, billing, and other relevant records.
• Follow up with providers, custodians, insurance carriers, and vendors regarding outstanding records requests.
• Review, organize, and prepare records for attorney and paralegal review.
• Track records requests and maintain detailed record logs.
• Process invoices received from providers, experts, and records vendors.
• Coordinate with records retrieval vendors and monitor request status through completion.
• Bate stamp medical records.
• Submit medical records and records request invoices for payment via Matter Expert and direct payment (adjuster) and maintain appropriate documentation.

Subpoenas & Litigation Support:

• Assist in preparing subpoenas for records, depositions, and other litigation matters.
• Coordinate service of subpoenas and monitor compliance.
• Maintain subpoena tracking logs, calendars, and status reports.
• Support preparation of hearing, mediation, deposition, arbitration, and trial materials.
• Research registered agents, entity information, and service locations utilizing state Division of Corporations and other public records resources.
• Assemble trial notebooks, exhibit binders, hearing materials, and deposition packages.
• Obtain and manage expert witness documentation, including CVs, W-9 forms, fee schedules, and expert disclosures.
• Coordinate communications with experts, vendors, clients, opposing counsel, and court personnel.

Calendaring & Coordination:

• Schedule depositions, mediations, independent medical examinations (IMEs), expert meetings, and other case-related events.
• Maintain case calendars and monitor litigation deadlines.
• Coordinate scheduling with attorneys, clients, experts, court reporters, vendors, and opposing counsel.
• Assist with travel arrangements and logistics as needed.
• Notify attorney of scheduling updates.

Court Filings & Administrative Support:

• Assist with state and federal court filings, including electronic filing preparation and submission.
• Draft routine correspondence, notices, transmittal letters, authorizations, and legal forms.
• Prepare exhibit binders, hearing notebooks, and trial materia…