Mail Specialist

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.

Job Descriptio n

The Service Specialist at Opensity Solutions is responsible for delivering high-quality on-site administrative and operational support services within a client office environment. This role plays a key part in ensuring smooth day-to-day office operations by providing services across mail handling, copy/print production, reception, hospitality, facilities support, and general office coordination. The Service Specialist serves as a front-line representative of Opensity Solutions, ensuring exceptional customer service, operational efficiency, and a professional workplace experience for clients and visitors.

JOB RESPONSIBILITIES

Mail Services:

• Sort, meter, distribute, and track incoming and outgoing mail and accountable packages according to established schedules and procedures.
• Ensure accurate handling and timely delivery of all mail and courier items within the client environment.
• Maintain organization and proper storage of mailroom materials and supplies.

Copy, Print & Production Services:

• Accurately complete copy, print, and scan requests based on written instructions and client requirements.
• Ensure quality control, accuracy, and timely completion of all production tasks.
• Maintain and operate copy/print equipment and report any technical issues or supply needs.

Reception & Client Interaction:

• Answer incoming phone calls and route inquiries to appropriate individuals or departments.
• Greet and professionally announce visitors in a courteous and welcoming manner.
• Provide exceptional customer service while representing the client and Opensity Solutions in a professional manner.
• Assist with general front desk operations and visitor management as required.

Hospitality Services:

• Coordinate setup, maintenance, and readiness of conference rooms, meeting spaces, kitchens, and common areas.
• Ensure all hospitality spaces are clean, organized, and fully stocked with necessary supplies.
• Manage inventory of kitchen and office supplies and place orders as needed.
• Support catering setup, meeting preparation, and general hospitality requests.

Facilities & Office Support:

• Assist with basic facilities support tasks including office moves, hanging signage or artwork, and maintaining office organization.
• Monitor and report maintenance issues or equipment concerns to appropriate stakeholders.
• Maintain cleanliness and functionality of shared office spaces, including copy rooms and supply areas.
• Support general workplace upkeep to ensure a professional and well-maintained environment.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong customer service skills with a professional, client-focused attitude.
• Ability to multitask and manage multiple responsibilities in a fast-paced environment.
• Strong attention to detail and commitment to accuracy in all tasks.
• Ability to communicate effectively and professionally with clients, visitors, and team members.
• Basic proficiency with office equipment and Microsoft Office applications preferred.
• Ability to resolve issues with tact, professionalism, and sound judgment.
• Reliable, flexible, and team-oriented with a strong work ethic.
• Ability to lift or move up to 40 lbs as needed.
• Ability to push, pull, or carry items using wheeled carts with loads up to 75 lbs.
• Ability to stand, walk, bend, kneel, sit, and perform physical tasks throughout the workday.

QUALIFICATIONS:

Experience: 1+ year of experience in customer service, administrative support, hospitality, facilities, or office services preferred. Experience in a corporate, professional services, or client-facing environment is a plus.

The Compensation range for this role is up to 20.00 USD per hour. 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.