Mailroom Services Specialist
Ricoh•Washington, DC
•$20 - $25•Onsite
About The Position
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.
Requirements
- High School Diploma or GED required.
- Basic computer skills and proficiency in Microsoft Office applications.
- 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.
- Ability to follow established procedures and maintain accurate records.
Nice To Haves
- 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.
- Familiarity with shipping software and package tracking systems preferred.
Responsibilities
- 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.
- 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.
- 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.
- 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.
- Assist with records management and file services as assigned.
- Support office moves and internal logistics activities.
- Perform other duties as assigned.
Benefits
- Medical insurance options
- Dental insurance options
- Life insurance options
- Disability insurance options
- Retirement Savings Plan (401K)
- Health Savings Account (HSA)
- Flexible Spending Account (FSA) investments
- Team member tuition assistance programs
- Paid vacation time
- Paid holidays annually
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
