Scheduling Coordinator in Cocoa, Florida at Lotane & Associates P A

Company Overview

Lotane & Associates, P.A. is a debt collection and subrogation law firm located in Cocoa, FL. LA has been practicing in Brevard County since 1979, and we represent clients for Florida debt recoveries and Insurance Subrogation. Our clients include insurance carriers, hospitals, credit unions, banks, physician practices, and commercial companies. Our lawyers and staff are committed to recovering bad debts and collecting losses for our clients. We love and appreciate our team and are heavily invested in our community. At LA, we are Client-Minded and Community-Centered!

About the Role

The Scheduling Coordinator is responsible for managing attorney schedules, reviewing case files, and preparing legal documents to support efficient court appearances and case progression in a high-volume debt collection law firm. This role requires exceptional attention to detail, strong organizational skills, and the ability to coordinate effectively with attorneys, clients, courts, opposing counsel, and third-party vendors to ensure accurate and timely legal action. This position is in-office, not a remote opportunity. Working schedule is Monday-Friday 8:00am-5:00pm with a 1-hour unpaid lunch break and two 15-minute paid breaks. That’s right, off nights and weekends!

Key Responsibilities

• Coordinate and schedule attorney court appearances using Microsoft Outlook while maintaining multiple calendars.
• Schedule and confirm court appearances, mediations, and other legal proceedings with courts, opposing counsel, and third parties.
• Communicate with court clerks and judicial assistants to confirm case statuses, hearing dates, and court orders.
• Contact clients to request witness participation or confirm involvement in legal proceedings.
• Retain and coordinate coverage attorneys as necessary to ensure representation at scheduled court appearances.
• Track and update hearing notices, case deadlines, and statutes of limitation within the case management system.
• Prepare and organize legal documents by reviewing and interpreting case information to support scheduling needs.
• Review case files and records to determine the appropriate course of action and respond to internal and external requests.
• Compile, sort, and verify the accuracy of information before entering data into legal systems.
• Prepare legal packets, pleadings, and supporting documentation for court submission.
• Review upcoming court events to determine whether attorney appearances are required and ensure appropriate action is taken.
• Ensure compliance with court rules, filing requirements, and scheduling deadlines.
• Coordinate with process servers and legal support vendors to facilitate timely service of process and court filings.
• Provide administrative support and assist with special projects as assigned.

Qualifications/Requirements

• High school diploma or equivalent required; associate degree or paralegal certification preferred.
• Minimum of two (2) years of administrative or legal experience, preferably in a law firm or debt collection environment.
• Familiarity with legal terminology, court procedures, and collection law practices is preferred.
• Proficiency in Microsoft Office Suite and legal case management software.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and problem-solving abilities.
• Ability to manage multiple priorities and deadlines in a fast-paced environment with high-volume workload.
• Ability to maintain confidentiality and exercise professionalism when handling sensitive information.

What we’re Looking For

The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, high-volume legal environment. They possess strong critical thinking skills and can effectively prioritize competing responsibilities while maintaining accuracy and professionalism. This individual is proactive, dependable, and comfortable communicating with attorneys, courts, clients, and third parties to ensure deadlines are met and cases continue to progress efficiently. We are looking for someone who can confidently manage a voluminous workload, adapt to changing priorities, and remain composed under pressure. The successful candidate takes ownership of their work, follows through on commitments, and demonstrates sound judgment when handling sensitive and confidential information. If you enjoy coordinating moving pieces, solving problems, and contributing to a collaborative team environment where your work directly impacts the success of the firm, this may be the right opportunity for you.

Benefits Overview

We offer a range of benefits to support the well-being and financial security of our employees, including: