Office Services Coordinator

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

Job summary

The Phoenix Group is seeking an Office Services Assistant to provide day-to-day operational support in a fast-paced professional office. Responsibilities include document production, mail handling, conference room support, hospitality, and general facilities tasks.

The role emphasizes accuracy, organization, and confidentiality, with opportunities to handle a variety of administrative projects and collaborate with teams.

Qualifications

• High school diploma or equivalent.
• At least one year experience in office services, mailroom, reprographics, facilities, or admin support.
• Experience operating copiers, scanners, postage machines, and related technology.
• Strong organizational, communication, and customer service skills.
• Ability to lift up to 50 pounds and stand for extended periods.
• Maintain confidentiality and professionalism in client-facing environments.

Responsibilities

• Produce, copy, scan, and assemble documents, presentations, and materials.
• Monitor and maintain office equipment and troubleshoot basic issues.
• Process incoming and outgoing mail and courier requests.
• Track and prioritize office services requests to ensure timely completion.
• Support conference room setup, hospitality services, and reception coverage.
• Maintain office supply inventories and shared workspaces.
• Coordinate courier pickups and deliveries.
• Prepare overnight shipments and outgoing mail.
• Assist with company mailings and administrative projects.
• Perform quality checks to ensure accuracy of completed work.
• Support office moves and facilities-related tasks.
• Complete additional office services duties as assigned.

Skills

Organizational skills

Communication skills

Customer service

Attention to detail

Confidentiality

Multitasking

Physical stamina

Education

High school diploma or equivalent

Job description

The Office Services Assistant provides day-to-day operational support in a fast-paced professional office environment. This role is responsible for document production, mail services, conference room support, hospitality assistance, and general office operations while maintaining a high level of accuracy, organization, and confidentiality.

Key Responsibilities

• Produce, copy, scan, and assemble documents, presentations, and other business materials.
• Monitor and maintain office equipment, including copiers, printers, and binding machines, and troubleshoot basic issues as needed.
• Process incoming and outgoing mail, overnight deliveries, courier requests, and interoffice correspondence.
• Track and prioritize office services requests to ensure timely completion.
• Support conference room setup, hospitality services, and reception coverage when needed.
• Maintain office supply inventories, including copy centers, conference rooms, and shared workspaces.
• Coordinate courier pickups and deliveries.
• Prepare overnight shipments and outgoing mail.
• Assist with company mailings and other administrative projects.
• Perform quality checks to ensure accuracy and completeness of completed work.
• Support office moves, workspace setups, and general facilities-related tasks.
• Complete additional office services duties as assigned.

Qualifications

• High school diploma or equivalent.
• At least one year of experience in office services, mailroom, reprographics, facilities, or administrative support within a professional office environment.
• Experience operating office equipment, including copiers, scanners, postage machines, and related technology.
• Strong organizational, communication, and customer service skills.
• Excellent attention to detail and ability to manage multiple priorities.
• Ability to maintain confidentiality and professionalism in a client-facing environment.
• Ability to lift up to 50 pounds and remain on your feet for extended periods as needed.

This version removes references to legal work, case files, bank deposits, the firm's name, equal employment statement, and other details that could identify the organization while preserving the core responsibilities and expectations.