Legal Admin / Case Coordinator

Legal Admin / Case Coordinator - Long Term Contract

Location: Los Angeles, California, United States (On-site - Hybrid)

Pay Rate: $27 - $30 per hour

Contract Duration: 8-12 months or longer (Potential for Extension)

Schedule: Hybrid - Requires being local to Los Angeles and working 2 days per week in the L.A. office.

IMMEDIATE NEED

Are you a highly organized and detail-oriented administrative professional with a background in the legal field? Randstad is seeking a skilled Legal Admin / Case Coordinator for a long-term contract opportunity in Los Angeles. This is a hybrid role requiring local presence and two days per week in our L.A. office.

Job Summary:

As a Legal Admin / Case Coordinator, you will play a crucial role in the arbitration process. Your responsibilities will include appointing arbitrators to cases, scheduling and rescheduling pre-hearing conferences and hearings, and performing a variety of administrative tasks such as generating memos and correspondence, electronic filing, and setting up hearing rooms. This position requires a proactive individual who can manage routine matters independently and handle more complex tasks under guidance.

Essential Job Functions:

• Generate, mail, and/or publish memos to the ODR Portal as instructed.
• Receive and process lists of arbitrators from parties, enter rankings in the database, and consolidate or extend lists as necessary.
• Accurately document reasons for arbitrator changes, such as withdrawals or requests for removal.
• Contact arbitrators to serve on cases and appoint or replace arbitrators following established procedures.
• Coordinate, schedule, and notify parties and arbitrators in writing of conference calls and hearing dates and times.
• Coordinate and schedule telephonic conferences with the service provider.
• Process requests, responses, and decisions to postpone hearings and reschedule them as needed.
• Maintain electronic and physical files in accordance with established procedures, ensuring prompt filing and scanning of correspondence and preparing files for storage.
• Input written case notes and hearing dates into the case processing system.
• Reserve hearing locations for off-site hearings and reserve, prepare, and recover hearing rooms for on-site hearings, including arranging for box storage.
• Fulfill recording requests and download digital recordings.
• Answer general questions from parties and arbitrators, and address more complex inquiries with limited assistance.
• Process incoming emails and faxes from the central inbox and case management system as needed.
• Review and process incoming Arbitrator Oaths and Orders with limited assistance.
• As assigned, determine the proper composition of arbitration panels, generate lists of arbitrators, review arbitrator information for conflicts, and eliminate arbitrators from lists with limited assistance.
• Review and/or process arbitrator expense reports for submission to Finance as needed.
• Review vendor/hotel invoices for submission to the Finance Department as needed.
• Provide cross-training support on Senior Case Coordinator and Case Specialist job functions as needed.
• Train and provide guidance to staff on issues of general to moderate complexity.
• Serve as a role model for staff within the department.

Education/Experience Requirements:

• High School diploma and 4 years of related experience, or an equivalent combination of education and experience. Bachelor's degree preferred.
• Proven expertise in using desktop computers with the full suite of electronic office applications and other standard office equipment.
• Excellent organizational ability, interpersonal skills, and written and verbal communication skills are essential.