Position Summary
The Law Firm Administrator - Personal Injury (PI) is responsible for supporting and enhancing the operational effectiveness of the firm's Personal Injury department across multiple states. This role provides organizational leadership, training development, workflow oversight, and system management to ensure consistency, efficiency, and compliance in PI case handling. The Administrator works closely with attorneys, case managers, HR, and leadership to support staff, manage metrics, and optimize Litify and related systems.
Key Responsibilities
Departmental Organization & Strategy
- Support Personal Injury departmental organization by defining and documenting roles and responsibilities.
- Assist in creating and maintaining individualized PI matter plans for out-of-state offices.
- Support the creation and structuring of PI matter teams across all states.
- Assist PI attorneys in all states with complex and escalated operational or case-related tasks.
Training, Manuals & Standardization
- Create and maintain PI position manuals for case openers, case managers, and related roles.
- Develop PI tutorial and training videos to support onboarding and ongoing staff education.
- Provide out-of-state training for case managers and case openers to ensure consistent practices.
- Provide general guidance and operational support to both onshore and offshore case management teams.
Case Management Oversight & Metrics
- Assist in overseeing case opener and case manager metrics for Florida operations.
- Conduct welcome calls and follow up on overdue tasks as needed.
- Monitor and follow up on overdue tasks for Texas and other out-of-state matters.
- Assist with identifying workflow gaps and recommending process improvements.
Systems & Technology (Litify & Related Platforms)
- Manage Litify PI templates for all states, including creation, editing, updating, and optimization.
- Provide feedback and recommendations on Litify PI intakes, matters, reports, SOPs, and dashboards.
- Ensure consistency in system usage and adherence to firm-wide PI standards.
Staffing, Communication & Coordination
- Schedule and coordinate all Case Management (CCM) meetings.
- Notify HR, attorneys, and CCM leadership of any known or emerging staff issues.
- Ensure new PI hires located in Florida are properly onboarded and set up, including:
- Litify access
- Nelvin access
- HR systems
- Phone and communication tools
Qualifications
Required
- 4 or more years of experience in law firm administration, PI operations, or legal case management.
- Strong understanding of Personal Injury workflows and multi-state case handling.
- Experience working with legal case management systems (Litify preferred).
- Excellent organizational, communication, and follow-up skills.
- Ability to manage multiple priorities and support teams across different jurisdictions.
Preferred
- Prior experience in training development or instructional design.
- Experience working with offshore legal support teams.
- Familiarity with legal metrics, reporting, and performance dashboards.
Skills & Competencies
- Strong leadership and cross-functional collaboration skills
- Process improvement and documentation expertise
- High attention to detail and consistency
- Technical proficiency in legal systems and reporting tools
- Professional judgment and discretion when handling staff and operational issues
Ascendo is a certified minority owned staffing firm, and we welcome and celebrate diversity.
Ascendo is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, parental status, military service or any other characteristic protected by federal, state or local law.
$70,000 - $80,000/year
Florida -- Coral Gables 
Permanent