Office Coordinator

Pay Scale: $25.00–$29.00 per hour (base pay)

Work arrangement: On-site

Reports to: Office Manager

The Role

The Office Coordinator is responsible for overseeing the day-to-day administrative operations of a personal injury law firm to ensure the office runs efficiently, professionally, and in an organized manner. This role provides essential administrative support to attorneys, paralegals, case managers, and clients while helping maintain an organized workflow, 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. Professionalism, discretion, and compassion when interacting with injured clients are essential.

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.