Receptionist

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 Description

The Administrative Receptionist serves as the first point of contact for clients, visitors, and employees, providing a professional and welcoming experience while supporting daily operations within a law firm environment. This role is responsible for front desk reception, visitor management, administrative support, conference room coordination, mail and courier services, and general office operations. The ideal candidate is highly organized, customer-service oriented, and able to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities

Reception & Visitor Services

• Greet and assist clients, visitors, vendors, and employees in a professional and courteous manner.
• Manage front desk operations and maintain a welcoming reception area.
• Answer, screen, and direct incoming telephone calls.
• Coordinate visitor registration, security procedures, and guest access.
• Notify employees of visitor arrivals and escort guests when appropriate.
• Respond to inquiries and provide general office information.

Administrative Support

• Provide administrative support to office leadership and operational teams.
• Prepare, format, and distribute correspondence, reports, and other documents.
• Maintain office directories, contact lists, and administrative records.
• Assist with scheduling meetings, conference rooms, and office events.
• Order and maintain office supplies and inventory levels.
• Support special projects and other administrative duties as assigned.

Conference Room & Meeting Support

• Coordinate conference room reservations and scheduling.
• Ensure meeting spaces are properly set up and maintained.
• Arrange catering and refreshments for meetings and events.
• Provide basic audio-visual support and coordinate with technical support teams when needed.
• Monitor conference room readiness and address issues promptly.

Mail Services & Logistics

• Receive, sort, and distribute incoming mail, packages, and deliveries.
• Process outgoing mail and courier shipments.
• Maintain shipping and tracking records.
• Coordinate package deliveries and vendor interactions.

Office Operations

• Conduct routine office inspections and report facility-related issues.
• Coordinate service requests with building management and vendors.
• Maintain office supply rooms, kitchen areas, and common spaces.
• Support workplace experience initiatives and employee events.
• Ensure compliance with office policies, safety procedures, and visitor protocols.

Education & Experience

• High school diploma or equivalent required; associate degree preferred.
• 2+ years of receptionist, administrative assistant, customer service, or office support experience.
• Experience in a corporate, professional services, legal, or financial services environment preferred.

Skills & Competencies

• Exceptional customer service and interpersonal skills.
• Professional appearance and demeanor.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Ability to prioritize tasks and work independently.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to handle sensitive and confidential information.
• Strong attention to detail and problem-solving skills.
• Experience with visitor management and conference room scheduling systems preferred.

Physical Requirements

• Ability to sit, stand, and move throughout the office for extended periods.
• Ability to lift and move packages or office supplies up to 25 pounds.
• Ability to perform routine office and administrative tasks.

The Compensation range for this role is 18.00 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.