Position Overview
We are seeking an organized, detail-oriented, and tech-savvy Legal Document Intake & Mail Operations Specialist to join our fast-paced legal administration team. This role bridges traditional physical mailroom management with high-volume digital mail sorting, validation, and new client file intake.
The ideal candidate ensures that all incoming correspondence - whether physical paper or electronic submissions - is accurately processed, validated, securely logged, and properly routed to the correct attorney or legal team to keep our active case files moving efficiently.
Key Responsibilities
- Physical Mailroom Operations
- Receive, sort, open, and distribute all incoming daily U.S. Mail, courier deliveries, and overnight packages.
- Operate mailroom equipment, including postage meters, scanners, and high-volume document scanners.
- Handle outbound physical mail, certified mailings, and coordination with courier services (FedEx, UPS, USPS).
- Maintain inventory of mailroom supplies and ensure a clean, organized physical workspace.
- Digital Mail Processing & Validation
- Digitize physical correspondence through high-resolution scanning and optical character recognition (OCR) workflows.
- Validate incoming digital documents and electronic faxes to ensure completeness, legibility, and correct document categorization (e.g., pleadings, correspondence, medical records, discovery).
- Review metadata, cross-reference sender/recipient details against internal databases, and flag any discrepancies, urgent court deadlines, or anomalies for immediate review.
- New File Opening & Data Entry
- Create and establish new client files and matters within the firm’s Practice Management / Document Management system.
- Accurately input critical intake data, including client names, opposing parties, case numbers, jurisdictions, and assigned attorneys, adhering strictly to firm naming conventions.
- Perform conflict-of-interest preliminary checks as part of the intake workflow under the supervision of the administrative lead.
- Set up physical and electronic file folders, ensuring immediate accessibility for legal teams.
- Collaboration & Compliance
- Coordinate closely with legal admins and attorneys to resolve missing information or misdirected documents.
- Maintain strict adherence to confidentiality guidelines, data security protocols, and HIPAA/privacy standards regarding sensitive legal and client documents.
Qualifications & Skills
- Experience: 1–3 years of administrative experience in a law firm, professional services, or high-volume document processing environment.
- Technical Proficiency: Highly comfortable with digital document management systems, Adobe Acrobat, scanning software, MS Office Suite (Word, Excel, Outlook), and database data entry.
- Attention to Detail: Exceptional organizational skills with zero-tolerance for data entry errors, ensuring critical legal documents never get misplaced or mislabeled.
- Communication: Professional written and verbal communication skills to effectively collaborate across various firm departments.
- Time Management: Ability to thrive in a high-volume, deadline-driven environment while multitasking between physical and digital responsibilities.