Mailroom Operations Manager Jobs in Arizona (NOW HIRING)

Why Apply to New Frontier Immigration Law.

Join theNew Frontier Immigration Lawteam and help change the lives of 1 million undocumented immigrants in the USA. Our mid-sized law firm in Phoenix, AZ is committed to humanitarian-based immigration and finding innovative solutions for seemingly impossible problems.

Are you ready to join one of the fastest-growing law firms in the US, where incredible opportunities await? Here, we don't just offer a job: we provide an environment that challenges you to become the best version of yourself.

• Learn more about New Frontier Immigrationhere.
• Learn more about our CEO/Founder Hillaryhere.
• Learn more about our Core Valueshere.

Role Objective

The Office Manager will oversee the day-to-day operations of our professional services office. This role is central to creating a welcoming, organized, and efficient environment for both clients and team members. The ideal candidate is a natural leader who thrives in a fast-paced setting, takes pride in operational excellence, takes ownership, and brings a service-first mindset to everything they do. This person must be eager to grow, lead by example, and consistently perform to the highest standards.

Responsibilities/Duties

Client Experience & Front Desk

• Serve as the primary point of contact for clients visiting the office, ensuring every interaction is professional, welcoming, and solution-oriented.
• Manage client intake processes, appointments, and in-person communications to maintain positive client relations.
• Handle client inquiries promptly and escalate as needed to ensure exceptional service at every touchpoint.
• Accept overflow calls from the call center team when immediate coverage is needed, providing the same high standard of service.

Office Operations & Facilities

• Plan, implement, and continuously improve administrative systems, procedures, and policies to enhance office efficiency.
• Oversee the cleanliness, organization, and daily readiness of all office areas including the reception area, conference rooms, and common spaces.
• Manage office equipment, supplies, and facilities - including vendor coordination and cost-effective procurement.
• Oversee mailroom functions, ensuring all incoming and outgoing mail and packages are processed accurately and in a timely manner in accordance with firm procedures.
• Coordinate communication and information flow within the office to ensure smooth daily operations.

Administrative & Financial Support

• Assist with financial operations including billing, invoicing, and accounts payable and receivable as directed.
• Coordinate scheduling and communications with professional staff and clients.
• Maintain records and databases, ensuring accuracy, organization, and accessibility.
• Assist with document preparation and case-related administrative tasks as needed.
• Perform other duties as assigned by leadership.

Requirements

• 3+ years of experience as a Paralegal in Immigration Law.
• 3+ years of experience in office management or administration; experience in a professional or legal services environment strongly preferred.
• Demonstrated ability to manage and develop a team in a high-volume, client-facing setting.
• Strong understanding of office operations, document management, and administrative procedures.
• Proficient in Microsoft Office Suite and comfortable learning new platforms and case or practice management systems.
• Excellent organizational, communication, and interpersonal skills.
• Ability to multitask, prioritize, and remain composed under pressure.
• Bilingual in English/Spanish strongly preferred.
• Must be able to work in-office in Phoenix, AZ; occasional Saturday availability may be required.

What Sets You Apart

• Experience managing front desk and client-facing operations in a professional services or high-volume environment.
• Comfortable serving as a communication bridge between clients, support staff, and leadership.
• A natural problem-solver who anticipates needs before they become issues.
• Track record of improving office systems and holding teams accountable to standards.

Compensation & Benefits:

• $65,000 - $75,000 annually DOE
• Health, Vision, Dental
• PTO
• Comprehensive health insurance package
• 401(k) with company match
• Paid time off and holidays