Office Services Assistant

The Phoenix Group; Boston (MA); On-site; USD 42,000 - 56,000; Full time

Job summary

The Phoenix Group is seeking an Office Services Assistant to support document duplication, mail handling, and general office functions in a fast-paced environment.

Responsibilities include copying, scanning, packaging, and coordinating mail logistics while maintaining logs and assisting with conference room setups and front desk coverage. The role requires attention to detail, reliability, and the ability to lift up to 50 pounds.

Qualifications

• High school diploma or equivalent; 1+ year experience in reprographics or mail room operations preferred.
• Proficiency with photocopying, scanning, digital printing, mailing equipment, and standard office tech.
• Familiarity with office management systems, courier software, and mail logistics platforms.

Responsibilities

• Copy, scan, and reproduce documents accurately using reprographic equipment.
• Load, troubleshoot, and maintain reprographics hardware; perform basic repairs.
• Manage mail and courier services, including FedEx/UPS, shipments, and pickups.
• Maintain logs for office services activities and track operations.
• Coordinate conference rooms, hospitality, and front desk coverage as needed.
• Perform quality assurance on print outputs to ensure high standards.
• Assist with office moves, space planning, and facility upgrades.
• Prepare outbound mail and overnight shipments; handle direct marketing mailings.
• Support daily bank deposits and vendor communications tasks.
• Operate binding, stapling, and finishing equipment for presentations and legal documents.
• Provide coverage for evening/weekend shifts.

Skills

Attention to detail

Organizational skills

Communication skills

Team collaboration

Ability to lift up to 50 pounds

Education

High School Diploma or equivalent

Tools

Photocopier/Scanning equipment

Office management software

FedEx/UPS shipping platforms

Job description

A dynamic professional services organization in the legal and corporate support industry is seeking a detail-oriented Office Services Assistant to support document duplication, mail handling, and office support functions within a fast-paced office environment.

Role Overview

The Office Services Assistant is responsible for providing essential reprographics, mailing, and administrative support, ensuring smooth office operations. This role involves managing document copying, mail processing, conference room support, and coordination of office logistics to maintain operational efficiency and client satisfaction.

Key Responsibilities

• Copy, scan, and reproduce documents, reports, case files, and materials accurately and efficiently utilizing reprographic equipment.
• Load, troubleshoot, and maintain digital copy machines, printers, and other reprographics hardware; perform basic equipment repairs and document issues.
• Manage incoming and outgoing mail and courier services, including sorting, distributing, preparing shipments, and scheduling pickups and deliveries via FedEx, courier vendors, and delivery platforms.
• Maintain and update relevant logs for all office services activities to ensure accountability and tracking.
• Collaborate with reception and administrative teams to coordinate conference rooms, hospitality, and special event support; assist with front desk coverage as needed.
• Conduct quality assurance checks on print and reprographics outputs, ensuring high standards are maintained.
• Assist with office moves, space arrangements, and facility upgrades, including inspecting and stocking conference rooms and office supply areas.
• Prepare and package outbound mail and overnight courier shipments, including direct marketing mailings and bulk shipments.
• Perform daily bank deposit runs and assist with administrative tasks related to client and vendor communications.
• Operate binding, stapling, and finishing machines to prepare materials for presentations, reports, and legal documents.
• Support evening and weekend overtime shifts to cover essential office services requirements.

Core Qualifications & Requirements

• High school diploma or equivalent; relevant experience in office services, reprographics, or administrative support preferred.
• Minimum one (1) year experience in digital reprographics, print production, or mail room operations within professional services, legal, banking, or corporate environments.
• Proficiency with photocopying, scanning, digital printing, mailing equipment, and standard office technology.
• Familiarity with office management systems, courier software, and mail logistics platforms such as FedEx, UPS, and internal tracking systems.
• Strong interpersonal and communication skills, with an ability to collaborate effectively across teams.
• Exceptional attention to detail and organizational skills.
• Ability to lift and carry objects up to 50 pounds; physical mobility to stand, walk, climb stairs, and bend repeatedly.

Nice-to-Have Qualifications

• Experience working in a legal, financial, corporate, or professional services setting.
• Familiarity with office move coordination, vendor management, and supply chain processes.
• Knowledge of office safety protocols and ergonomic practices.

Core Technical Skills

• Digital reprographics, document printing, copying, scanning, and finishing (binding, stapling, folding).
• Mailroom operations, shipping/receiving, courier logistics, and postage management.
• Office equipment troubleshooting, basic maintenance, and supply replenishment.
• Use of office management software, logistics platforms, and communication tools (e.g., email, phone systems).

This role offers the opportunity to be a vital part of a professional services team, supporting operational excellence and ensuring client-facing materials and office functions are executed flawlessly.

Compensation and Benefits

(If applicable, include salary range, bonuses, PTO, health insurance, retirement plans, etc. Omitted if not provided.)

The Phoenix Group Advisors is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any kind based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We strive to attract talented individuals from all backgrounds and provide equal employment opportunities to all employees and applicants for employment.