Office Services Associate

About Us:

Opensity Solutions is the largest tech-enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.


Our Mission:

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

The Office Services Associate assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Lead Office Services Associate or the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.


Essential Job Functions


Process & Procedures

• Collaborate with the client organization to define robust policies, procedures, standards, and tolls that align with business goals and drive operational excellence.

• Identify and monitor Key Performance Indicators (KPI), ensuring adherence to all Service Level Agreement (SLA) requirements.

• Apply project and change management methodologies to identify and implement process improvement opportunities in a service-oriented environment.

• Regularly update and maintain the Site Operations Manual/Playbook to ensure accurate and comprehensive documentation of operational processes.

Guest Relations

• Develop and maintain positive relationships with regular guests, recognizing and acknowledging their loyalty through personalized gestures.

• Engage with guests during their stay, seeking feedback, and proactively addressing any concerns to enhance overall satisfaction.

• Identify opportunities for upselling additional services, amenities, and packages to enrich the guest experience and increase revenue.

Guest Experience

• Ensure a warm and personalized welcome to all guests, creating a lasting first impression that reflects the company's commitment to exceptional service.

• Anticipate guest needs and preferences, proactively helping and providing personalized recommendations to enhance their stay.

• Handle guest inquiries, complaints, and special requests promptly and professionally, resolving issues to the guest's satisfaction and following up as needed.

• Continuously monitor guest feedback and reviews, identifying areas for improvement and implementing corrective actions to enhance guest experiences.

Mail

• Facilitate essential mail services, encompassing accurate sorting and distribution of interoffice mail, timely execution of internal mail runs, and proficient operation of postage equipment for outgoing mail processing.

• Ensuring the preparation of specialized outgoing mail (e.g., certified registered) and the diligent collection of outgoing mail from designated internal zones

Print

• Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.

• Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project.

Training

• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role.

Position Requirements/Experience/ Education:

• High school diploma or equivalent, college degree preferred
• Minimum 1 year of experience

• Ability to understand client inquiries and provide effective responses

• Experience in using Microsoft Office products and applications

• Understands the importance of delivering added value to clients

• Team player who can keep a positive attitude, motivate peers, and build relationship

• Ability to maintain confidentiality and security of any client information

• Displays a pleasant and cheerful disposition at all times

The Compensation range for this role is up to 21.60 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

All eligible employees receive access to a comprehensive benefits package, including:

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.


Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.


We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.


Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.