Office Services & Reprographics Specialist

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

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.