Mailroom Office Clerk
Job Description
HSPRD is a well-established, dynamic law firm located in downtown Chicago seeking a highly motivated, organized, and customer service-oriented Mailroom Office Clerk to join our team. This position plays a vital role in the daily operations of the firm by ensuring the efficient handling of mail and office services while providing professional reception coverage and administrative support.
The ideal candidate is dependable, detail-oriented, proactive, and eager to learn. They thrive in a fast-paced professional environment, demonstrate excellent organizational and communication skills, and take pride in delivering exceptional service to attorneys, staff, clients, and visitors.
This position works closely with attorneys, administrative departments, vendors, and building management to help maintain the smooth operation of the firm's office.
Position Hours:
Monday through Friday, 8:30 a.m. – 5:30 p.m.
Essential Duties and Responsibilities
- Serve as the primary daily backup for the Reception Desk by providing seamless front desk coverage during all scheduled lunch periods, breaks, meetings, and other temporary absences to ensure uninterrupted client service throughout the business day.
- Professionally greet clients, visitors, vendors, and guests while answering, screening, and directing incoming telephone calls.
- Manage the Firm’s office kitchen and refreshment program by monitoring inventory levels, ordering and restocking snacks, beverages, coffee, and kitchen supplies.
- Process, receive, log, organize, and distribute incoming and outgoing mail, courier deliveries, overnight shipments, packages, and messenger services in accordance with firm procedures.
- Coordinate and prepare outgoing client shipments and special delivery requests using various courier and shipping services.
- Complete copying, scanning, printing, binding, and document production requests accurately and efficiently.
- Assist attorneys and staff with court filings, time-sensitive legal deliveries, and trial preparation support.
- Handle the preparation, printing, assembly, and mailing of client billing statements and other firm correspondence.
- Maintain conference rooms by ensuring they are organized, fully stocked, and prepared for meetings and firm events.
- Coordinate food and beverage orders for meetings, client events, and firm functions.
- Assist with office moves, furniture relocation, workstation setup, inventory organization, and other office support functions.
- Provide general administrative and operational support to attorneys and staff while maintaining a positive, team-oriented, and solutions-focused attitude.
- Perform special projects and other duties as assigned.
Qualifications
- Associate degree preferred; an equivalent combination of education and at least two (2) years of relevant professional experience will be considered.
- Fluency in both English and Spanish (written and verbal) is required.
- Prior experience in a law firm or other professional services environment is strongly preferred.
- Proficiency with Microsoft Office Suite and Adobe Acrobat DC.
- Excellent verbal, written, and interpersonal communication skills.
- Exceptional customer service skills with a professional, polished, and welcoming demeanor.
- Strong organizational skills with the ability to effectively manage multiple priorities and meet deadlines.
- Excellent attention to detail and commitment to accuracy.
- Strong problem-solving skills and sound judgment.
- Ability to work independently while contributing positively as a collaborative team member.
- Ability to follow verbal and written instructions and adapt to changing priorities in a fast-paced environment.
Physical Requirements
- Ability to routinely lift and carry up to 40 pounds.
- Ability to safely transport packages and office supplies using a wheeled cart with loads up to 100 pounds.
- Ability to perform physical office support duties, including moving office supplies, equipment, furniture, and file boxes.
- Ability to stand, walk, bend, and move throughout the office for extended periods as needed.
Benefits
- Competitive salary
- 401(k) with employer matching
- Medical, Dental, Vision, and Life Insurance
- Health Savings Account (HSA)
- Paid Vacation and Sick Time
- Professional, collaborative, and inclusive work environment
Schedule
- Full-time
- Monday through Friday
- 8:30 a.m. – 5:30 p.m.
- In-person position
- Overtime as business needs require
Equal Opportunity Employer
HSPRD is an Equal Opportunity Employer committed to fostering a diverse, equitable, and inclusive workplace. We welcome applications from individuals of all backgrounds, including women, people of color, immigrants, persons with disabilities, members of the LGBTQ+ community, veterans, and individuals from historically underrepresented groups.
Reasonable accommodations will be provided to qualified applicants with disabilities throughout the hiring process. Applicants requiring an accommodation are encouraged to notify us in writing at the time of application.
Job Type: Full-time
Pay: $40,000.00 - $45,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- How many years of experience do you have handling mail, shipping, or courier services?
Education:
Experience:
- Customer service/Office: 1 year (Required)
Language:
Work Location: In person
