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.

Responsibilities

Office and facility management

• Manage relationships with building management, security, engineering and outside vendors in collaboration with Office Manager.
• Manage facilities matters in collaboration with Office Manager

Visitors / Vendors

• Communicate with building security to notify of upcoming visitors.
• Provide a warm welcome to all visitors and announce their arrival to appropriate person(s).
• Monitor video surveillance for freight elevator and front door access.
• Validate visitor parking for clients or prospects and record for reconciliation charges when approved.

Conference Room / Personal Space Reservations

• Heavily utilize internal reservation system for conference room and personal space reservations.
• Assist customers with scheduling needs / conflicts, and reservation requests.
• Coordinate with the building concierge to reserve building conference room space when necessary and track in shared spreadsheet on Teams.

Catering Orders

• Place all catering orders for the office while adhering to firm guidelines.
• Track all catering orders on shared Teams site.
• Communicate and confirm all catering orders with client.
• Assist with set-up and tear-down for all office catering.

Meetings

• Prepare for meeting set-up; communicate with organizer if unclear.
• Set-up catering per requests, including chafing dishes, etc. if needed.
• Collaborate with team to ensure clear communication.

Office Access Badges

• Maintain (issue and track) office badges for new colleagues through internal security program.
• Work with building security to provide new colleagues access to our building and to request additional building access badges to replenish supply.
• Monthly scrub of building access list to remove former colleagues from their system.
• Activate/Deactivate visitor office badges and track.

Office - General

• Provide quick responses to our customer's requests and complete in a timely manner.
• Place orders for life events; birth, deaths, illness, etc. as requested, following firm guidelines.
• Place business card orders following firm guidelines.
• Coordinate courier requests as needed.
• Submit maintenance requests through building portal when needed.
• Assist with the upkeep of our conference rooms.
• Check all conference rooms to ensure they are ready for first meetings of the day, i.e., tables may need to be cleaned, chairs pushed in, shades open, etc.
• Pick-up from the night before in CRs and common areas
• Assist with the upkeep and cleanliness of all shared space in the office with team members when needed.
• Assist the office manager with event planning and coordination as needed.
• Assist teams with special projects
• Order Office Supplies (Including Kitchen, Snacks, Sundries)
• Monitor and order inventory for office, coffee bar and café supplies.
• Monitor and order office snacks, beverages, etc.
• Monitor, order, and keep restroom items stocked.

Process Mail Daily

• Process and distribute incoming and outgoing mail, including preparing and sending packages via USPS, FedEx, and UPS.
• Communicate deliveries as appropriate.
• Process Certified Mail as needed; occasionally make trips to post office.
• Maintain Common Areas Daily
• Ensure cleanliness of café, tables, all common areas, including surfaces throughout the day
• Keep offices and workstations stocked with Kleenexes, paper & pens.
• Maintain cleanliness of all workspace surfaces including offices and phone booths.

Maintain Conference Rooms Daily

• Ensure all conference rooms are in excellent condition prior to and after meetings; checking reservation schedule throughout the day to ensure follow-up post meetings.
• Maintain clean screens in all conference rooms and replenish supplies as needed.
• Report outages or areas needing attention to team via Teams Channel and through other reportable tools.

Qualifications & Requirements

• Proficient in MS Office
• Solid written and verbal communication skills.
• Strong customer service skills.
• Ability to be resourceful and proactive.
• Excellent organizational skills
• Ability to prioritize tasks.
• Regularly required to be on feet for extended period of time, stoop, kneel, bend, crouch and lift up to 25 pounds.

The Compensation range for this role is 24.00 to 28.25 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.