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Robert Half Logo Robert Half · Legal

Records Manager

United States, Newport Beach Employment contract · Job Posted May 30, 2026
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Job Description

We are looking for someone to join a boutique personal injury law firm in Newport Beach, California. This entry level, onsite role supports a litigation team by securing, organizing, and maintaining medical records that are essential to active casework. The position is well suited for someone early in their career who brings strong office coordination skills, sound judgment with confidential information, and a highly organized approach to document management.

Job Responsibility

  • Obtain medical and related case records from hospitals, physician offices, and other third-party sources to support litigation matters
  • Partner with attorneys, paralegals, clients, and healthcare providers to follow up on outstanding documentation and keep record requests moving on schedule
  • Review incoming files for completeness, identify missing treatment periods or documents, and escalate gaps so they can be resolved promptly
  • Organize digital case materials in the firm's system by applying consistent indexing, file naming, and document storage practices
  • Maintain exhibits and supporting records so they are easy for the legal team to locate and use throughout the life of each case
  • Handle sensitive medical information with discretion and in accordance with confidentiality expectations and legal office standards
  • Prepare basic summaries, treatment timelines, or billing overviews when requested to assist the litigation team's case preparation
  • Work closely with an entry-level paralegal, senior paralegal, and attorney as part of a collaborative team structure on active matters

Requirements

  • Prior office experience is required
  • Strong organizational skills with the ability to manage high volumes of records and maintain accurate digital files
  • Strong communication skills for interacting with clients, medical providers, and internal legal staff
  • Comfort working with confidential medical documentation and handling sensitive information responsibly
  • Ability to learn legal and office software quickly, including case management and Microsoft Office tools

Nice to have

  • Experience in a law firm or legal support setting is helpful but not required
  • Familiarity with records management, electronic medical records, or similar document-heavy administrative work is preferred

What we offer

  • Medical, vision, dental, and life and disability insurance
  • Enrollment in company 401(k) plan
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