Filing and Mail Operations Paralegal

Manifest Law•New York, NY

16d•$55,000 - $85,000•Onsite

About The Position

Manifest is rebuilding the legal system from the ground up, starting with business immigration. We pair top attorneys with powerful software to help global talent live and work in the U.S. legally, quickly, and with confidence. We’re backed by world-class investors and scaling fast. As we grow, we’re looking for an operations-minded, detail-obsessed administrative paralegal to own the physical side of our immigration practice: printing, QC, assembly, shipping, and handling USCIS mail—and to build the systems that make it all run smoothly. This role is in-office 5 days per week. As our Immigration Filing & Mail Operations Paralegal, you’ll be the person who ensures our physical filings and mail operations are executed flawlessly every time. You’ll take completed filings and turn them into perfectly assembled, quality-checked packages, shipped with the right labels, tracking, and logs. You’ll be the engine behind the administrative execution: the last-mile step that protects our clients from avoidable rejections, delays, and mistakes. You’ll also help set up the entire function: selecting the right printing equipment, defining checklists and QC standards, building shipping workflows, and partnering with Manifest’s Operations team to make the system fast, reliable, and scalable.

Requirements

2+ years of experience in an administrative/legal operations role involving printing, document production, mail handling, or physical filing workflows at a high-volume immigration law firm.
1+ year of case production experience as a paralegal at an immigration law firm, ideally with extraordinary ability immigration work.
Exceptional attention to detail. Your work is consistently clean and accurate..
Experience with shipping providers and tools (label creation, tracking, and logs).
Strong organizational habits; clear naming conventions, reliable tracking, repeatable processes.
Basic technical comfort: scanning, PDFs, document management systems, and learning new tools quickly.

Nice To Haves

Experience setting up office operations (equipment selection, SOPs, process mapping).
Startup or high-growth environment experience where you built a process from scratch.

Responsibilities

Print finalized immigration filings and exhibits with high consistency and attention to detail (pagination, legibility, formatting).
Perform meticulous QC checks before anything leaves the office (correct version, correct client/matter, correct ordering, clean scans/prints).
Flag issues early (missing pages, unclear prints, mismatched exhibits, outdated forms) and coordinate fixes with the legal team.
Assemble petitions and applications according to internal checklists and USCIS requirements (forms, cover letters, supporting evidence, checks, tabs/binders as required).
Ensure packages are complete, properly organized, and meet internal quality standards before shipment.
Create shipping labels (USPS/FedEx/UPS/couriers), select appropriate service levels, and ensure outgoing mail is dispatched on time.
Maintain mailing logs (what was sent, when, by whom, tracking number, destination, delivery confirmation).
Monitor delivery confirmations, handle returned mail, and update internal systems and responsible teams promptly.
Check and process incoming mail with emphasis on USCIS correspondence (receipts, RFEs, approvals, rejections, notices).
Date-stamp, scan, upload, and route mail to the correct case/matter using naming conventions and indexing standards.
Notify responsible attorneys/paralegals of new notices and ensure originals are stored appropriately.
Help select and set up printing/shipping equipment and supplies (printers, scanners, postage/shipping tools, physical storage).
Establish workflows, rules, and checklists for printing, QC, assembly, shipping, logging, and document retention.
Partner with the Operations team to improve efficiency, reduce error rates, and scale throughput as volume grows.