Office Coordinator

Sweet James•Los Angeles, CA

7d•$25 - $29•Onsite

About The Position

The Office Coordinator oversees the day-to-day administrative operations of a personal injury law firm, helping ensure the office runs efficiently, professionally, and in an organized manner. The role provides administrative support to attorneys, paralegals, case managers, and clients while maintaining organized workflows, accurate documentation, and excellent client service. The ideal candidate is organized, detail-oriented, proactive, and able to manage multiple priorities in a fast-paced legal environment. Professionalism, discretion, and compassion when interacting with injured clients are essential. This is an on-site, primarily office-based position. It involves regular interaction with clients, attorneys, staff, and outside service providers, and may require prolonged computer use, handling files and office supplies, and occasional lifting of office materials. The role reports to the Office Manager.

Requirements

Associate degree or higher level of education.
Strong organizational, time-management, and multitasking skills.
Excellent verbal and written communication skills.
Proficiency with Microsoft Office, including Outlook, Word, and Excel.
Ability to handle confidential information responsibly.
Strong attention to detail and a proactive approach to problem-solving.
Ability to work independently and collaborate effectively with a team.

Nice To Haves

Two or more years of office administration, office coordination, or administrative support experience.
Previous experience in a law firm or personal injury practice.
Familiarity with electronic document management and legal case management systems.

Responsibilities

Manage daily office operations and maintain an organized, professional work environment.
Answer and direct incoming phone calls, emails, and other communications.
Greet clients, visitors, medical providers, vendors, and other guests.
Coordinate office supplies, equipment, mail, deliveries, and general office maintenance.
Schedule meetings, appointments, conference rooms, and internal office activities.
Monitor administrative workflows and identify opportunities to improve office efficiency.
Assist attorneys, paralegals, and case managers with general administrative tasks.
Organize, scan, copy, upload, and maintain legal documents and client files.
Assist with preparing correspondence, assembling document packages, and distributing incoming and outgoing mail.
Track incoming records, documents, and other case-related materials as needed.
Maintain accurate records and ensure documents are routed to the appropriate personnel.
Provide courteous, professional, and compassionate service to clients, particularly individuals dealing with injuries and medical treatment.
Direct client inquiries to the appropriate attorney, paralegal, or case manager.
Maintain confidentiality when handling sensitive client information.
Ensure clients and visitors receive a welcoming and professional experience.
Assist with onboarding new employees and coordinating office orientation.
Assist with tracking office procedures, administrative deadlines, and recurring tasks.
Provide backup administrative support to team members when needed.
Handle confidential client, medical, financial, and legal information with discretion.
Follow firm policies and procedures for document handling, data security, and records management.
Maintain organized electronic and physical filing systems.
Assist with ensuring administrative tasks are completed accurately and on time.
Escalate urgent client communications, time-sensitive correspondence, and operational issues to the appropriate team member.