Case Assistant

Our Company At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly. What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally. The Role: We’re seeking a Case Systems & File Coordinator. This role is designed for a detail-obsessed, remote systems coordinator to handle recurring, rules-based administrative work, keeping digital files clean and systems current across Microsoft Teams/SharePoint, SmartAdvocate, and Copilot. You’ll play a key role in executing defined administrative and systems tasks, including SmartAdvocate maintenance, file and document management, records support, scheduling, and ongoing file standardization and maintenance. This is a non-client-facing, back-office role focused on execution, accuracy, consistency, and reliability.

Location:
Must be in Colombia – Remote. Environment: Colombian and International Teams. Language: Advanced English (B2+
- C1). Timezone: Monday to Friday – 9:00 AM – 6:00 PM PST. Contract: Non-fixed Term Colombian Contract.

Salary:
3.400.000

Requirements:

Education:
Legal training is not required. No legal education is necessary for this role.

Experience:
Experience in systems, data entry, file organization, or administrative work requiring precise and consistent execution. Basic exposure to a law office or medical/healthcare setting is a plus, but not required.

Skills:
Outstanding computer and filing skills; extreme attention to detail; process discipline; Microsoft 365 fluency, including Teams, SharePoint/OneDrive, and document handling; reliability and clear written English communication; ability to learn systems quickly; discretion when handling confidential information. Characteristics: Detail-obsessed, accurate, consistent, reliable, organized, comfortable following precise defined processes, able to flag unclear or out-of-rule items instead of guessing, and committed to data security and confidentiality. The Ideal Person — Skills That Matter We are optimizing for precision and consistency, not legal knowledge. The strongest candidate has: Outstanding computer & filing

skills:
fast, accurate, and organized across folders, documents, and a database. Extreme attention to detail: follows a naming convention and folder structure exactly — no typos, no guesswork, no “close enough.” Process discipline: comfortable inside a tightly defined pathway, doing the same steps the same way every time. Microsoft 365 fluency: confident in Teams, SharePoint/OneDrive, and document handling (PDF/OCR tools a plus). Reliability & communication: dependable during Pacific-time hours; clear written English to confirm tasks and flag questions. Learns systems quickly: trainable on SmartAdvocate and our internal file rules (we provide the SOP). Discretion: handles confidential information carefully and follows security rules without exception. A Helpful Plus (Not Required) Some basic exposure to a law office or medical/healthcare setting is a nice-to-have. A person who has seen legal documents (records, bills, correspondence) or medical paperwork tends to intuit where things belong in a file faster and needs less hand-holding on our folder structure. This is a preference, not a requirement — we would train the right detail-oriented person regardless, and we would not treat legal experience as critical.

Responsibilities:
The scope below reflects a real task inventory identified by our own staff — the recurring, rules-based work they would most value handing off. Everything here is execution and logistics, not judgment. The coordinator does the defined task; our U.
S. team keeps the decisions, the case strategy, and the client relationships. SmartAdvocate Maintenance Complete new-case setup (“Beginning” phase), following the checklist step-by-step: Retain the case in SmartAdvocate and move it to the “Beginning” phase. Add assigned staff to the case; add the case to SharePoint and to the Teams tracking spreadsheet. Add the standard flat-fee entry to disbursements. Trigger the thank-you card + gift card to the referral source (assembly / logistics). Create recurring status-call reminders on the SmartAdvocate calendar. Ensure meeting notes are entered in SmartAdvocate after meetings, and transcripts saved in Copilot. File & Document Management Rename documents in Copilot to our exact convention: [CASE #] [LAST NAME] – [DOCUMENT NAME] – [DATE] — one-touch, no duplicates. Assemble demand exhibits (clerical build to spec — see the phased growth path in Section 5). Run folder QC checks before the Copilot audits so files are clean and complete. Confirm documents are text-searchable (run OCR on scanned/image files using the tool we provide). Subrogation & Records Support Order monthly PIP / MedPay ledgers (routine, recurring request — ordering only). Order monthly health-insurance lien ledgers (routine, recurring request — ordering only). Organize incoming records into the correct case and folder. Communication (Internal / Logistics Only) Schedule status calls on the calendar (scheduling only — the paralegal conducts the call). Send referral-source thank-you cards. Note: because this role is non-client-facing, any staff-suggested task that involves speaking with clients or outside parties stays in-house. The coordinator handles only the internal, executable slice — e.g., it schedules the call and preps the calendar entry; the paralegal makes the call. The Running Rule for Every Task Flag — don’t fix: when something is unclear, missing, or outside the rules, note it for the U.
S. team rather than guessing. Schedule / order — don’t conduct / decide: the coordinator sets up calls and orders ledgers; paralegals hold the client relationship and the negotiation. How We’ll Measure Success (First 90 Days) Every active file is standardized to spec, and all attorneys’ folders are set up identically. Files are named to our convention with near-zero errors and land in the correct folder the first time. SmartAdvocate reflects new cases and incoming documents same-day — no backlog. Recurring tasks (status-call reminders, ledger orders, referral thank-yous) happen on schedule without prompting. Questions and out-of-rule items are flagged clearly rather than guessed. Consistency holds day over day.