Personal Injury Legal Assistant / Case Manager (Bilingual: Spanish-English)

Summary We are a fast-growing California personal injury law firm representing accident victims throughout the state. We are looking for a sharp, highly organized, Spanish-speaking legal assistant/case manager who can help manage cases from signed intake through settlement. This is not a basic receptionist role. You will be a core part of the case lifecycle, responsible for keeping clients engaged, treatment moving, records organized, and files settlement-ready. Role Overview You will handle the operational side of personal injury cases from intake through settlement. You will not be expected to make legal arguments, evaluate legal liability, negotiate settlements independently, or draft formal demands. You will be expected to execute quickly, follow systems, communicate professionally, identify problems early, and keep cases from going stale. Core Responsibilities Intake and New Client Onboarding Follow up with new leads and signed clients by phone, text, email, and WhatsApp Conduct or assist with Spanish-language intake calls Collect key case information, including accident facts, insurance information, police reports, photographs, medical history, property damage status, employer information, and witness details Obtain identification, insurance cards, health insurance information, vehicle information, and signed documents Open and organize files immediately after sign-up Send welcome messages and clearly explain next steps to clients Medical Treatment Coordination Help clients schedule chiropractic, physical therapy, pain management, imaging, orthopedic, and other appointments Follow up with clients to ensure they do not miss appointments or stop treating Maintain accurate treatment timelines and appointment records Obtain updates from providers regarding completed visits, future appointments, billing, balances, and discharge status Identify gaps in treatment, noncompliance, or communication issues early and escalate them to the attorney or case manager Case Management Request police reports, dispatch records, incident reports, photographs, videos, 911 calls, and other evidence Send letters of representation and follow up with insurance carriers Confirm claim numbers, adjuster information, policy information, coverage status, and liability positions Request medical records, billing, lien statements, itemized statements, and final balances Track deadlines, tasks, outstanding records, provider follow-ups, and client communications Keep the firm's case-management system fully updated with notes, documents, contacts, tasks, and case status Prepare organized case summaries and settlement packages for attorney review Assist with settlement documentation, releases, disbursement coordination, lien payoff tracking, and closing file requirements Client Communication Serve as a reliable point of contact for English- and Spanish-speaking clients Explain process updates in plain language without giving legal advice Keep clients responsive, informed, and moving through treatment Handle difficult or frustrated clients professionally while maintaining firm boundaries Communicate with urgency. Clients should not need to chase the firm for basic updates. Required Qualifications Fluent spoken and written English and Spanish. This is mandatory. Prior experience working at a U.S. personal injury law firm. Experience handling auto accident, rideshare, pedestrian, motorcycle, truck, slip-and-fall, or wrongful death files. Strong understanding of the personal injury case lifecycle from intake through settlement. Experience requesting medical records, bills, lien balances, police reports, and insurance information. Strong phone skills with clients, providers, insurance carriers, and records departments. Excellent organization, follow-through, task management, and documentation habits. Comfortable working independently and taking ownership of assigned files. Strong written communication with professional grammar in English and Spanish. Must be available to work regular business hours aligned with Pacific Time. Exact schedule will be discussed during hiring. Comfortable using Microsoft Outlook, Excel, Word, cloud storage, Adobe, electronic signatures, and VOIP phone systems. Preferred Qualifications Experience with case-management software (e.g., Filevine) strongly preferred, but not required. Experience with RingCentral, Microsoft 365, OneDrive/SharePoint, DocuSign, Adobe Acrobat, or similar systems. Experience working with lien-based medical providers. Experience with California personal injury matters, including Medi-Cal, Medicare, Kaiser, health insurance, medical liens, and uninsured/underinsured motorist claims. Experience preparing demand support materials, settlement breakdowns, lien reduction support, and settlement closing packages. Experience working in a high-volume firm where speed and follow-up matter. What We Are Looking For We need someone who is proactive, not someone who waits to be told every next step. You should be able to look at a file, identify what is missing, follow up aggressively but professionally, and keep the case moving. You must be detail-oriented. A missed report request, missing insurance card, treatment gap, stale medical records request, or forgotten client follow-up can directly hurt a case. We need someone who understands that case management is revenue protection. To Apply Please include: Your resume. A short summary of your personal injury case-management experience. The case-management software you have used. The types of PI cases you have handled. Your experience communicating with Spanish-speaking clients. Your availability in Pacific Time. Your desired hourly rate. A brief answer to this question: "A signed client has not attended treatment in two weeks, has not responded to two calls, and the provider says they have no future visits scheduled. What steps would you take?" Please do not apply if you have only general virtual-assistant experience and no meaningful personal injury case-management background.