Document Intake and Validation

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

1. 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.

2. 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.

3. 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.

4. 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.