Mailroom Services Specialist

Position Profile

The Mailroom Specialist provides mail, shipping, receiving, courier, and administrative support services within a law firm environment. This role is responsible for the accurate and timely processing, distribution, and tracking of incoming and outgoing mail, packages, legal documents, and office supplies.

The Mailroom Specialist serves as a key operational resource within the firm, ensuring the secure handling of confidential legal materials while delivering exceptional customer service to attorneys, paralegals, legal assistants, business professionals, vendors, and visitors.

This position reports directly to the Site Manager, Site Supervisor, or Office Services Manager.

Job Duties and Responsibilities

Mail & Distribution Services

• Receive, sort, and distribute incoming mail, overnight deliveries, interoffice mail, and courier packages.
• Process outgoing USPS, FedEx, UPS, messenger, and courier shipments.
• Apply appropriate postage and shipping labels.
• Track and document incoming and outgoing shipments.
• Coordinate time-sensitive deliveries to courts, government agencies, clients, and external vendors.
• Deliver mail, packages, office supplies, and legal documents throughout the firm.
• Maintain mailroom logs, shipping records, and tracking documentation.
• Assist with certified mail, registered mail, and legal service deliveries.

Shipping & Receiving

• Receive and inspect inbound shipments for accuracy and completeness.
• Verify packing slips and delivery documentation.
• Organize and distribute inbound office supplies and deliveries.
• Coordinate return shipments and special delivery requests.
• Maintain shipping and receiving inventories.

Legal Document Support

• Handle confidential and sensitive legal documents with discretion.
• Assist with document reproduction, scanning, and distribution.
• Support litigation teams with large document productions and case-related deliveries.
• Prepare materials for off-site storage, records retention, and document destruction.
• Ensure chain-of-custody procedures are followed when handling legal materials.

Office Services Support

• Assist with copy, print, scanning, and production requests.
• Support conference room setups and special events as needed.
• Maintain mailroom equipment and report maintenance concerns.
• Keep mailroom, storage, and supply areas organized and stocked.
• Respond to customer inquiries regarding shipment status and delivery schedules.

Additional Responsibilities

• Assist with records management and file services as assigned.
• Support office moves and internal logistics activities.
• Perform other duties as assigned.

Qualifications

Education & Experience

• High School Diploma or GED required.
• One (1) or more years of mailroom, shipping/receiving, office services, or administrative support experience preferred.
• Experience in a law firm or professional services environment strongly preferred.
• Experience with FedEx, UPS, USPS, and courier shipping systems preferred.
• Basic computer skills and proficiency in Microsoft Office applications.

Knowledge, Skills & Abilities

• Knowledge of mailroom, shipping, and receiving procedures.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with discretion.
• Excellent customer service and communication skills.
• Ability to prioritize multiple tasks and meet time-sensitive deadlines.
• Strong problem-solving and troubleshooting abilities.
• Ability to work independently and as part of a team.
• Familiarity with shipping software and package tracking systems preferred.
• Ability to follow established procedures and maintain accurate records.

Working Conditions & Physical Requirements

• Work is performed primarily in a law firm or professional office environment.
• Frequent standing, walking, bending, lifting, and carrying of packages and office supplies.
• Ability to lift and move items weighing up to 50 pounds.
• Frequent interaction with attorneys, staff, vendors, and delivery personnel.
• Ability to meet deadlines in a fast-paced, client-service-oriented environment.
• May require occasional travel between office locations, courts, or records facilities.
• Exposure to mail processing, packaging materials, and shipping equipment.