Office Services Assistant

The Phoenix Group; Boston (MA); On-site; USD 38,000 - 52,000; Full time

Job summary

The Phoenix Group Advisors seeks an Office Services Assistant to support reprographics, mail handling, and general office operations in a fast-paced environment. You will copy, scan, and prepare documents, manage mail flows, coordinate conference room logistics, and assist with front desk coverage as needed.

Ideal candidates have a high school diploma and at least one year in reprographics or mail room operations, with strong attention to detail and teamwork.

Qualifications

• High school diploma or equivalent; relevant office services experience preferred.
• 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.
• Strong interpersonal and communication skills, with an ability to collaborate effectively across teams.
• Ability to lift and carry objects up to 50 pounds; physical mobility to stand, walk, climb stairs, and bend repeatedly.

Responsibilities

• Copy, scan, and reproduce documents accurately using 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.

Skills

Attention to detail

Team collaboration

Strong communication

Organizational skills

Education

High school diploma or equivalent

Tools

Photocopier & scanner

Mailroom software

Office management systems

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.

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.