Mail Distribution Admin

Mail Distribution Admin - Houston, TX

About Us

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.

Key Core Values

• Be Used and Useful to Others
• Ethos before Egos
• Excellence is Our Presence
• Control the Controllables
• Comfort in Discomfort

Our Culture

At our core, we operate with a results-driven mindset. Every role — from intake to case management to attorneys — understands how their work directly impacts case value, client experience, and firm growth. Team members are empowered to make decisions, solve problems, and continuously improve processes rather than simply move files from one stage to another. Unlike many law firms, Amaro is run like a corporation with high service standards and a high-performance culture, using EOS, KPIs, OKRs, SOPs, and other standard corporate strategies and tactics to maximize our efforts for our clients while maintaining organization, standards, and efficiencies.

Job Summary

The Mail Distribution Admin oversees the flow of all incoming and outgoing mail for the firm, ensuring timely and accurate delivery to the correct recipients both internally and externally. This role also maintains the file room, manages mail and copier supplies across the office, processes confidential correspondence in line with HIPAA, and runs off-site errands to USPS, FedEx, and UPS for time-sensitive shipments. Success requires strong attention to detail, dependable follow-through, and discretion when handling sensitive client and firm materials.

Key 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.

Key Outcomes

• Incoming and outgoing mail are accurate, on time, and reliably reported on.
• The file room stays organized with no misplaced documents.
• Copy machines, toner, and mail supplies are consistently stocked across all firm areas.
• Sensitive materials are handled in accordance with firm SOPs and HIPAA compliance rules.
• SOP updates and management projects are supported with ownership and follow-through.

Required Qualifications

• 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.

Key Skills

• Highly organized with sharp attention to detail.
• Reliable and time-conscious — the daily mail cycle and outgoing deadlines drive the rhythm of this role.
• Discreet handling of confidential client and firm information.
• Proactive about restocking, supply needs, and machine maintenance before things run out.
• Comfortable juggling on-site mail processing with off-site errands.
• Team-oriented with clear communication back to the supervisor and across departments.

Working Conditions

• Office environment with regular movement between the file room, copy areas, intake, pre-litigation, and operations.
• Regular handling of mail, packages, and supplies, including lifting up to approximately 30 lbs.
• Off-site driving errands to USPS, FedEx, and UPS during business hours.
• Frequent interaction with internal departments and outside carriers.

Compensation & Benefits

• Competitive salary plus yearly bonus
• Comprehensive medical, dental, and vision coverage (no cost to employees)
• 401(k) with employer matching
• Generous paid time off
• Parental leave
• Life insurance

Schedule

• Monday–Friday (in office)
• 8-hour shifts

Amaro Law Firm is an Equal Opportunity Employer. We value diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

——— We are not looking to receive 3rd party candidate submissions at this time. ———