Responsibilities
Office Administration & Operations
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.
Legal Administrative Support
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.
Client Service & Communication
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.
Staff Coordination & Team Support
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.
Compliance, Organization & Confidentiality
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.
Qualifications
Required
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.
Preferred
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.
Who Succeeds Here
People who do well in this role bring professionalism and reliability, organization and attention to detail, client service and empathy, strong communication and interpersonal skills, time management and prioritization, confidentiality and discretion, initiative and accountability, and adaptability in a fast-paced environment. Success in this role is measured by the efficiency of daily office operations, accuracy of administrative work, organization of files and records, responsiveness to internal and external requests, adherence to firm procedures, and the quality of support provided to attorneys, staff, and clients.
Physical and Work Environment Requirements
This position is primarily office-based and may require prolonged computer use, handling files and office supplies, and occasional lifting of office materials. The role requires regular interaction with clients, attorneys, staff, and outside service providers.
Benefits
Benefits package: medical, dental, vision, and life insurance
FSA or HSA option, depending on the selected medical plan
401(k) with 2% match after 90 days
Paid time off (PTO) policy and paid holidays
Ongoing mentorship, leadership support, and professional development and career advancement opportunities
At Sweet James, we don't just offer jobs - we build careers. If you're ready to join a firm that values excellence with an unwavering passion for life changing results, we'd love to hear from you.
Sweet James is an equal opportunity employer. We welcome applicants of every background and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, or any other characteristic protected by federal, state, or local law.
We will consider qualified applicants with arrest or conviction records in accordance with the California Fair Chance Act and applicable local law.
Stay safe: We will never ask for payment or banking information during the hiring process.
Questions? Contact careers@sweetjames.com
