Lead 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 Lead Office Services Associate is responsible for overseeing daily office services operations, hospitality support, and workplace experience initiatives for Opensity Solutions client locations. This role leads office service associates, ensures operational efficiency, maintains a professional and organized office environment, and delivers exceptional customer service to employees, guests, and clients. The position reports to the Client Relations Manager or Client Relations Director and is classified as non-exempt. .

ROLES & RESPONSIBILITIES:

• Lead, train, supervise, and support office service associates to ensure smooth and efficient daily office operations.
  
  
• Assign responsibilities and manage team workloads to ensure tasks are completed accurately and on schedule.
  
  
• Conduct performance evaluations, provide coaching and feedback, and recognize employee achievements to support professional development.
  
  
• Foster a collaborative, positive, and service-oriented team culture that promotes accountability and continuous improvement.
  
  
• Supervise hospitality operations, including front desk support, guest services, concierge functions, and workplace experience initiatives.
  
  
• Conduct regular team meetings and training sessions to communicate operational updates, performance expectations, and service standards.
  
  
• Maintain a clean, organized, professional, and welcoming office environment for employees, clients, and visitors.
  
  
• Monitor and manage office supplies, pantry inventory, stationery, and workplace resources to support uninterrupted operations.
  
  
• Coordinate with janitorial staff, maintenance teams, and external vendors to ensure facility cleanliness, maintenance, and service quality standards are maintained.
  
  
• Implement and maintain effective organizational systems, including document management, filing systems, and office storage procedures.
  
  
• Provide exceptional customer service by responding promptly and professionally to employee and client inquiries, requests, and concerns.
  
  
• Serve as the primary point of contact for office-related operational issues, resolving concerns efficiently and professionally.
  
  
• Identify opportunities to improve office services, workplace experience, and operational processes through feedback and continuous improvement initiatives.
  
  
• Manage relationships with external vendors and service providers, including contract coordination, service delivery oversight, and performance evaluations.
  
  
• Assist in planning and coordinating office meetings, events, conferences, and workplace activities, including room setup, catering, and audiovisual support.
  
  
• Prepare meeting rooms and event materials to ensure successful execution of internal and client-facing events.
  
  
• Oversee guest check-in and hospitality support processes to ensure a seamless and welcoming visitor experience.
  
  
• Coordinate with facilities, housekeeping, maintenance, and support teams to ensure operational excellence and workplace readiness.
  
  
• Build positive relationships with employees, guests, and clients while delivering a high level of personalized service and support.
  
  
• Address guest inquiries, concerns, and special requests promptly and professionally to ensure satisfaction and positive experiences.
  
  
• Monitor workplace and guest feedback to identify improvement opportunities and implement corrective actions as needed.
  
  
• Participate in ongoing training and development programs, including utilization of company learning platforms and operational training resources.
  
  
• Champion the core values and service standards of Opensity Solutions while maintaining professionalism and confidentiality at all times.
  
  

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong leadership and team supervision skills with the ability to motivate and develop employees.
  
  
• Excellent customer service and interpersonal communication skills with a client-first mindset.
  
  
• Strong organizational and multitasking abilities in fast-paced and changing work environments.
  
  
• Ability to prioritize tasks, manage deadlines, and adapt effectively to shifting operational needs.
  
  
• Demonstrated problem-solving and decision-making capabilities within the scope of the role.
  
  
• Strong attention to detail and commitment to operational excellence and workplace presentation.
  
  
• Ability to maintain confidentiality and professionalism when handling sensitive client or company information.
  
  
• Experience coordinating office operations, hospitality services, workplace events, and vendor relationships.
  
• Proficiency in Microsoft Office applications and office technology systems.
  
  
• Ability to work collaboratively across departments and build positive working relationships with clients, vendors, and employees.
  
  
• Positive, professional, and service-oriented demeanor with strong verbal and written communication skills.
  
  

QUALIFICATIONS:


Education:


High school diploma or equivalent required; associate or bachelor's degree preferred.


Experience:


Minimum of 2-3 years of experience in office services, hospitality, workplace operations, facilities coordination, or customer service leadership roles. Previous experience supervising teams preferred.


Technical Skills:


Proficiency in Microsoft Office Suite, workplace technology systems, and operational support tools. Ability to manage office resources, reporting, scheduling, and communication platforms effectively.


Physical Requirements:

• Ability to lift or move 40 lbs. or greater
  
• Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
  
• Ability to walk, bend, kneel, stand or sit for an extended period of time
  

The Compensation range for this role is up to 28.00 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.