Compassionate Legal Office Coordinator

Sweet James LLP; Los Angeles (CA); On-site; USD 34,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

FSA/HSA

401(k) with match

PTO & holidays

Mentorship program

Job summary

Sweet James Accident Attorneys is seeking an Office Coordinator to oversee daily administrative operations at our Orange County, CA office. You will support attorneys, paralegals, and staff, ensuring organized workflows, accurate documentation, and excellent client service.

The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities in a fast-paced legal environment.

Qualifications

• Associates 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.

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 mail.
• Track incoming records, documents, and other case-related materials.
• 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.
• 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.

Skills

Strong organizational skills

Excellent verbal & written comm.

Time-management & multitasking

Independent work capability

Education

Associate degree or higher

Tools

Microsoft Office

Job description

Sweet James Accident Attorneys is seeking an Office Coordinator to oversee daily administrative operations at our Orange County, CA office. You will support attorneys, paralegals, and staff, ensuring organized workflows, accurate documentation, and excellent client service.

The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities in a fast-paced legal environment.