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Administrative Officer

Sutton Pierce
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Administrative Officer

Sutton Pierce | San Francisco, CA

Job Type: Full-Time | Pay: $70,000–$80,000 | Start: Immediate

About Sutton Pierce

Sutton Pierce is a fast-growing expert witness placement firm. We connect attorneys with qualified experts to support litigation matters. Learn more at https://www.suttonpierce.com/

About This Role

We're seeking an Administrative Officer to manage records operations and support day-to-day office functions at our San Francisco location. This is a management position overseeing records indexers and coordinating with internal teams, experts, and clients. You'll work Monday–Friday, 8:00 a.m.–5:00 p.m., with 2–3 days per week in the office. A reliable vehicle is required for local travel and errands.

Key Responsibilities

Records Management & Tracking

  • Follow up with doctors and experts to confirm record reviews and ensure timely delivery
  • Monitor queues and verify that indexers have updated record status and prepared materials for shipment
  • Serve as the point person for records-related issues from experts, clients, and internal staff
  • Hold records indexers accountable to deadlines and quality standards

Records Coordination

  • Prepare, print, package, and ship case materials to expert witnesses
  • Scan and upload mail (checked twice weekly)  
  • Check DocuSign daily
  • Share case files with experts; confirm accuracy, timeliness, and documentation of transfers.
  • Notify experts/clients/SP staff when records are shared or shipped

Office Management

  • Organize high-volume case files: clean, categorize, and index legal, medical, and billing records into electronic systems
  • Index records and maintain accurate tracking documentation
  • Communicate department accomplishments, challenges, and updates to Head of Operations

Leadership & Problem-Solving

  • Manage and support records indexing team members
  • Address operational issues independently and seek guidance when needed

What We're Looking For

  • Bachelor's Degree and 3+ years of professional experience in administrative or management roles
  • Strong communication and problem-solving skills
  • Highly organized, detail-oriented, and proactive
  • Comfortable managing coworkers and working collaboratively with teams
  • Experience with client/customer relations (a plus)
  • Reliable vehicle for local work travel

Schedule & Compensation

Hours: Monday–Friday, 8:00 a.m.–5:00 p.m. (2–3 days in office)

Pay: $70,000–$80,000/year

Benefits:

  • Health insurance
  • Paid time off
  • 401(k)