Administrative Assistant / Legal File Coordinator

Pay: $22.00 – $25.00 per hour

Location: Downtown San Diego

Work Location: In person only

Job Description The Law Office of Scott David Thomas is seeking two Administrative Assistants / Legal File Coordinators to join our growing civil litigation firm in downtown San Diego.

This is an in-person administrative role focused heavily on case file management, document organization, scanning, calendaring, and maintaining organized digital and physical files. We are looking for someone dependable, detail-oriented, and highly organized who can help keep our office systems running smoothly.

Our firm handles civil litigation matters involving landlord-tenant law, habitability claims, unlawful detainers, premises liability, personal injury, and related litigation. Many of our cases involve large amounts of documents, exhibits, client communications, deadlines, and case materials. Because of this, strong organization and follow-through are essential.

The ideal candidate will be comfortable using Dropbox, Clio, Adobe PDF, email, calendars, scanners, and basic office technology. A major part of this role will be organizing case files in Dropbox and Clio so that attorneys, legal assistants, and staff can all access the same accurate and current information.

This is a great position for someone who enjoys creating order, keeping files organized, supporting a busy office, and helping a growing law firm operate efficiently.

Primary Responsibilities

Responsibilities include

• Organizing and maintaining digital case files in Dropbox
• Maintaining matter information and documents in Clio
• Scanning mail, documents, records, and case materials into the correct digital folders
• Creating and maintaining consistent file naming and folder organization
• Ensuring attorneys and staff can easily locate case documents and correspondence
• Maintaining physical client files and matching them with digital records
• Calendaring appointments, deadlines, hearings, meetings, and follow-ups
• Assisting with client intake and gathering initial case information
• Answering phones and communicating professionally with clients, courts, vendors, and opposing parties
• Preparing, organizing, and saving legal documents
• Preparing and coordinating proofs of service
• Assisting with scanning, emailing, mailing, and general document management
• Supporting attorneys, legal assistants, and litigation staff
• Assisting with Medicare, Medi-Cal, and insurance lien submissions when needed
• Helping with general office administration and day-to-day operations

Qualifications The right candidate should have:

• Strong organizational skills
• Strong attention to detail
• Experience using or willingness to quickly learn Dropbox and Clio
• Comfort with scanners, Adobe PDF, Microsoft Office, Google Workspace, and basic office technology
• Excellent written and verbal communication skills
• Ability to follow instructions carefully
• Ability to manage multiple tasks and deadlines
• Dependability and punctuality
• Professional judgment and discretion
• Ability to work independently after receiving instructions
• Comfort working in a fast-paced legal office
• Ability to handle sensitive and sometimes emotional client matters professionally

Prior law office experience is preferred, but not required for the right candidate. We are willing to train someone who is organized, dependable, careful, and serious about doing the job well.

Preferred Legal Experience

Preferred, but not required:

• Prior law office or administrative experience
• Experience with Clio
• Experience with Dropbox file organization
• Experience with Adobe PDF editor and Bates stamping
• Experience with legal client intake
• Experience preparing or organizing legal forms
• Experience with unlawful detainer matters
• Experience with Medicare, Medi-Cal, or insurance lien submissions
• Paralegal certificate or legal assistant experience

Why Join Us This is an opportunity to join a rapidly growing law office where your work will directly matter. We are looking for someone who takes pride in being organized, dependable, helpful, and professional.

This position is especially important to our office because organized files, accurate calendars, and reliable document management allow the attorneys and litigation staff to serve clients effectively. The right person will play a key role in keeping the office organized and moving forwar