Legal Assistant / Project Manager - Remote

PROJECT MANAGER — CLIENT OPERATIONS
Full-Time | Remote | U.S. Immigration Law Firm
This role requires two strengths that do not always appear together: the discipline to keep complex client matters organized and the judgment to communicate clearly when information is incomplete, a deadline is approaching, or a client is concerned.
ABOUT CALDERARO LAW GROUP
Based in Miami, Florida, Calderaro Law Group is a U.S. immigration law firm that has supported hundreds of companies, investors, professionals, skilled workers, and families navigating complex immigration processes.
Our work affects important decisions in our clients’ lives and businesses. Clients need accurate work, reliable systems, and clear communication about what is happening, what is needed from them, and what comes next.
THE ROLE
The Project Manager will work closely with our Case Managers, leadership, service team, and collections team to maintain visibility and momentum across multiple client matters.
This person will not simply identify problems. They will clarify what happened, determine the appropriate next action, communicate with the people involved, and follow through until the issue is resolved.
RESPONSIBILITIES
Monitor assignments, deliverables, dependencies, and internal deadlines across multiple client matters.
Maintain accurate client records, reports, trackers, and account information.
Conduct regular audits and identify missing, inconsistent, or outdated information.
Prepare, review, organize, and distribute client documents and reports.
Schedule client meetings and confirm that the required people, documents, and information are available beforehand.
Keep clients proactively informed about the status of their matters, outstanding requirements, and upcoming steps.
Respond to client questions with clarity, professionalism, and empathy, especially when the answer requires additional verification.
Distinguish confirmed information from matters still being reviewed, avoid speculation, and escalate legal questions to the appropriate legal professional.
Coordinate with the service and collections teams when information or follow-up is required.
Identify stalled work, conflicting information, and process gaps before they affect deadlines or the client experience.
Raise problems together with a proposed next action whenever possible.
Help improve workflows as the firm continues to grow.
WHAT SUCCESS LOOKS LIKE
Internal records are complete, current, and reliable.
Clients understand where their matter stands, what is needed from them, and what will happen next.
Risks and inconsistencies are identified early and escalated appropriately.
Meetings begin with the necessary information and materials available.
Questions and commitments receive follow-up and are not allowed to disappear between teams.
REQUIRED QUALIFICATIONS
Professional fluency in spoken and written English.
Professional fluency in at least one additional language. Spanish, Portuguese, or Mandarin is preferred.
College degree required.
Experience coordinating projects, documents, clients, deadlines, or operational workflows.
Experience communicating with clients in a professional, time-sensitive, or high-stakes environment.
Ability to write clear, concise, and professional client communications.
Ability to work independently and maintain reliable systems in a remote environment.
Experience in legal or professional services is preferred. Legal education is an advantage but is not required.
HOW TO APPLY
Email your application to Operations@VisaMiami.com.
Use this subject line:
Project Manager | Your Full Name | Your Second Language
Attach your résumé as a PDF named:
LastName_FirstName_PM.pdf
In the body of your email, respond to the following situation in no more than 200 words:
You begin your workday and discover:
A client meeting is scheduled for 10:00 a.m., but two required documents have not been received.
A client report due at noon contains a date that does not match the internal case record.
A client has asked why a recent payment is not yet reflected in their account.
A Case Manager needs help scheduling a time-sensitive meeting.
The internal tracker for another matter has not been updated for three business days.
Tell us:
What you would address first, second, and third—and why.
How you would ensure the remaining items are not overlooked.
The exact message, in no more than three sentences, that you would send to the client asking about the payment.
Do not assume or invent facts that are not provided.
At the end of your email, include your current city, time zone, and earliest available start date.
Candidates selected for the next stage will be contacted within three business days of applying.
We look forward to learning how you approach the work!

Work arrangement
Yes