Records & Mail Coordinator

We are seeking a highly organized and detail-oriented Records & Mail Coordinator to join our Operations team. This role is essential to maintaining the integrity, accuracy, and timely distribution of legal records and correspondence across the firm. The ideal candidate will have experience in a legal or litigation environment and a strong understanding of records management, document handling, and time-sensitive legal communications.Key Responsibilities:Process and distribute all incoming physical and electronic mail, including service of process and E-Service communications, ensuring timely delivery to appropriate teamsScan, log, and upload all incoming legal documents, correspondence, and records into Litify, maintaining accurate and organized case filesEnsure all served documents are properly documented and routed to the appropriate litigation teams in accordance with firm proceduresManage and oversee shared inboxes (e.g., E-Service and records inboxes), including:Reviewing and prioritizing incoming communicationsUploading records to the appropriate matters and intakesResponding to records requests and general inquiriesMaintain and support firmwide records management processes, including document organization, retrieval, and storageProcess document purchase requests for Litigation and Settlement teams and coordinate payment submissions with AccountingReceive, log, and distribute settlement and referral checks in accordance with internal controls and firm policiesCoordinate and process all outbound mail, including certified mail and courier services (FedEx, GLS, USPS), ensuring compliance with legal deadlinesReceive and distribute incoming packages to appropriate departmentsProvide cross-functional support to Operations, including assisting Facilities with office logistics as neededSupport Accounting with administrative tasks such as invoice entry, payment processing, and mailing checksQualifications:2+ years of experience in records management, mailroom operations, or legal administrative support preferredExperience in a law firm or legal environment preferredFamiliarity with legal documents, service of process, and records handling proceduresExperience with case management systems (Litify or similar) preferredStrong attention to detail, organization, and accuracyAbility to manage high-volume workflows in a deadline-driven environmentProficiency in Microsoft Office (Outlook, Word, Excel)Ability to handle confidential and sensitive information with discretionPreferred Skills:Knowledge of legal records retention and document management best practicesExposure to basic accounting or financial administrative processesWhy Join Our Operations Team:Play a key role in supporting the flow of critical legal documents across the firmCollaborative, fast-paced environment with cross-functional exposureOpportunities for growth within Operations and Legal SupportBenefits:401(k)Dental insuranceHealth insurancePaid time offVision insuranceWork Location: In personPay range: $24-$28