Mail Distribution Admin

Amaro Law Firm•Houston, TX

1d•Onsite

About The Position

Join the mission to bring closure, justice, and peace to thousands of families. Our firm’s bedrock is built on our client service standards to provide assurance, compassion, and empathy throughout the client experience. Our firm is one of the fastest growing injury and wrongful death law firms in the country, known for its results, client experience, structure, and high-performance culture. Amaro Law Firm is fast paced, committed to our core values, and an ideal environment for passionate professionals looking to make a difference in our community and in their clients’ lives. The right candidate will gain access to a generous compensation package tied to what he or she can achieve based on their work ethic and production. We have 20+ years of experience in personal injury, wrongful death, insurance claims, and commercial litigation, with a renowned reputation in truck wrecks, catastrophic injury cases, and wrongful death litigation and trial work. Our firm provides comprehensive training, supports continuing legal education, and maintains a supportive culture for growth. We are looking for someone who takes ownership, is a lion for clients, and feels a calling to build a reputation and a lasting career in the industry.

Requirements

High school diploma or equivalent required.
1+ year of experience in a mailroom, administrative support, or office services role; legal environment a plus.
Valid Texas driver’s license and reliable transportation for off-site mail and supply runs.
Familiarity with USPS, FedEx, and UPS shipping processes — certified mail, tracking, and postage.
Proficiency with basic computer tasks, scanning, file naming conventions, and data entry.
Working knowledge of HIPAA and the proper handling of confidential or medical correspondence (or willingness to be trained).
Ability to lift and carry mail, packages, and supplies up to approximately 30 lbs.
Strong written and verbal English; bilingual English/Spanish a plus.

Nice To Haves

Legal environment experience a plus.
Bilingual English/Spanish a plus.

Responsibilities

Process all incoming mail daily in accordance with the firm’s Incoming Mail and Incoming Checks SOPs.
Scan and rename incoming team mail per firm naming conventions, route to the correct department via email, and file in the proper location.
Notate case files accurately so that reporting can be pulled on documentation received.
Prepare and ship outgoing mail and packages — apply postage, and handle certified, registered, or insured items as needed.
Maintain accurate records of mail shipments, pouches, tracking numbers, and postage information.
Lead, track, and audit outgoing mail for accuracy and confirmed delivery.
Run off-site errands to USPS, FedEx, and UPS for time-sensitive or urgent shipments and supply pickups.
Handle all sensitive and confidential documents with discretion and in compliance with HIPAA.
Keep the file room clean, organized, and free of misplaced documents.
Restock common-area supplies (stapler/staples, tape dispensers, paper clips, etc.) and ensure copy machines always have sufficient paper.
Monitor toner, waste toner, and staple supplies across the file room, fast track, intake, pre-litigation, and operations areas, and notify Operations Management of needs.
Monitor mailing supplies and coordinate the monthly supply order with the direct supervisor.
Perform accurate, efficient data entry on incoming and outgoing mail to support weekly reviews.
Assist with mail distribution SOP updates and surface process improvement needs to the supervisor.
Support projects and administrative tasks assigned by the direct supervisor.