Mailroom Supervisor - Sidley Austin LLP

Summary

The Mailroom Supervisor oversees all aspects of the firm's mailroom operations in the Washington DC office. This role is responsible for managing mailroom staff, ensuring efficient mail processing and distribution, and maintaining a high level of customer service for internal and external clients. The Mailroom Supervisor plays a crucial role in ensuring the secure and efficient handling of sensitive legal documents and correspondence.

Duties and Responsibilities

• Oversee daily mailroom operations, ensuring prompt collection, sorting, and distribution of office mail, parcels, and packages.
• Supervise and manage mailroom personnel, including hiring, training, performance management, and disciplinary actions as needed.
• Implement and maintain efficient mail processing systems, including strict confidentiality protocols for sensitive legal documents.
• Manage time-sensitive deliveries for court filings and client communications, meeting all deadlines.
• Ensure compliance with postal regulations, firm policies, and international shipping laws regarding mail handling and security.
• Liaise with Litigation Support department to oversee court filings and document deliveries to local courts.
• Oversee the secure destruction of confidential documents.
• Coordinate special mailing projects, bulk mailings, and international mail services.
• Maintain accurate records of postage expenses, mail registration, and prepare regular reports, including Mailroom Production reports.
• Manage relationships with external vendors, including postal services, courier companies, and equipment suppliers.
• Troubleshoot and resolve mail-related issues promptly.
• Evaluate contracts for Mailroom equipment, supplies, and outside vendors.
• Coordinate with the firm's IT department to integrate mailroom operations with digital document management systems.
• Conduct orientation for new employees on mailroom procedures and communicate any changes to all staff and attorneys.
• Maintain close interface with Office Services, Reception, and firm-wide outsource vendors.
• Stay informed about new mailing technologies and recommend improvements to increase efficiency.
• Serve as an active participant in the office safety responsiveness team, including role as floor captain.
• Maintain mailroom operations during inclement weather, ensuring continuous service.
• Administer the ordering and replenishment of toner supplies and paper for secretarial station printers.
• Supervise and assist with conference room, atrium, and event setup, including furniture moves.
• Manage office fireplace operation, ensuring it's on from 8 am to 4 pm, Monday to Friday.

Washington D.C. Applicants: Salaries may vary by location. In Washington D.C., the estimated target salary range of this role is $66,000 - $90,000, in addition to bonus eligibility and a comprehensive benefit package, including healthcare. Salary determinations are made based on numerous factors, such as, but not limited to, the relevant market and the skill, experience, class or graduation year, and education of the selected candidate.

Qualifications

To perform this job successfully, an individual must be able to perform the Duties and Responsibilities (Duties) above satisfactorily and meet the requirements below. The requirements listed below are representative of the minimum knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job. If you need such an accommodation, please email staffrecruiting@sidley.com (current employees should contact Human Resources).

Education and/or Experience:

Required:

• High school diploma or equivalent
• 5+ years of experience in mailroom operations, with at least 2 years in a legal or professional services environment
• 2+ years of supervisory experience
• Experience with mailroom automation systems and postage machines
• Knowledge of USPS regulations and shipping procedures
• Knowledge of international shipping regulations and procedures
• Understanding of legal document handling procedures and confidentiality requirements

Preferred:

• A degree in business management or related curriculum from an accredited college or university
• Experience working in an AMLAW 100 law firm or similar high-pressure, client-focused environment
• Familiarity with legal terminology and document types

Other Skills and Abilities:

In addition to the above, the following may also be required of the successful candidate:

• Strong organizational and time management skills
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Discretion in handling confidential and sensitive information
• Ability to maintain composure and efficiency in a fast-paced, high-pressure environment
• Effective communication and interpersonal skills
• Problem-solving and decision-making abilities
• Ability to work under pressure and meet deadlines
• Customer service-oriented mindset
• Proficiency in Microsoft Office Suite
• Ability to lift and move packages up to 50 lbs.

 Sidley Austin LLP is an Equal Opportunity Employer