Office Services Coordinator

The Phoenix Group; Boston (MA); On-site; USD 42,000 - 52,000; Full time

Job summary

The Phoenix Group in Boston seeks an Office Services Assistant to provide day-to-day operational support in a fast-paced professional office environment. Responsibilities include producing and organizing documents, managing mail services, coordinating conference room needs, and assisting with general facilities tasks.

Ideal candidates have at least one year of relevant experience, strong organizational skills, and a commitment to confidentiality.

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.

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.

Skills

Office administration

Customer service

Multitasking

Confidentiality

Education

High school diploma

Tools

Copiers

Printers

Postage machines

Scanners

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.