Executive Receptionist

Forrest Solutions LLC; New York (NY); On-site; USD 37,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking a poised and professional Receptionist to support the executive floor for a prestigious financial services client. You will be the main point of contact for executives, clients, and guests, ensuring top-level hospitality and discretion.

Responsibilities include visitor registration, conference room management, and coordination with facilities for a seamless office experience. Strong MS Office and EMS experience are preferred.

Qualifications

• 5+ years in a customer service role within a corporate environment.
• Excellent interpersonal skills with discretion and diplomacy.
• Strong organizational and multitasking abilities with deadlines.

Responsibilities

• Reception & Guest Services: greet, check-in, and direct visitors; manage VIP guest flow.
• Conference Room & Meeting Support: book rooms, coordinate catering, and troubleshoot EMS/booking platforms.
• Office & Facilities Support: coordinate maintenance requests and collaborate with Facilities and security.
• Maintain SOP documentation and track visitor/meeting activity for reporting.

Skills

Guest relations

Customer service

Scheduling

MS Office

Box/SharePoint

Tools

EMS

Envoy

Concur

Adobe Acrobat

Job description

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.

Opensity Solutions is seeking a poised and professional Receptionist to support the executive floor for one of our prestigious financial services clients. This role serves as a key point of contact for the executive suite, ensuring every interaction with executives, clients, and guests reflects the highest standard of professionalism, hospitality, and discretion.

Essential Job Functions

Reception & Guest Services – Handle daily visitor registration through a guest registration system. Greet and welcome guests upon arrival, check them in, and direct them to the appropriate person, floor, or office. Coordinate, schedule, and maintain quality control for all meeting guests on the executive floor. Supervise the intake of VIP guests to ensure the highest level of service. Notify administrative staff of guest arrivals and respond to inquiries via phone, email, or in person. Build and maintain positive internal and external relationships with clients, administrative staff, and service providers.

Conference Room & Meeting Support – Serve as an expert user of the conference room booking platform (EMS), supporting internal clients and ensuring accuracy of information. Act as floor administrator for conference room booking systems, assisting with meeting logistics and troubleshooting system issues. Coordinate with service providers to ensure catering, event setup, service, and quality expectations are met. Conduct conference room and office-wide walkthroughs to ensure spaces are presentable and maintained to high standards. Serve as a resource for space optimization, staying informed on emerging technologies and enhancements.

Office & Facilities Support – Submit maintenance, repair, and cleanliness requests and collaborate with Facilities to ensure completion. Coordinate daily operations with security, facilities, and administrative teams. Partner with internal teams to deliver a cohesive and high-quality office experience. Maintain documentation of standard operating procedures for Lobby and Executive Reception. Track and report visitor, meeting, and event activity, analyze trends, and propose process improvements using platforms such as EMS and Envoy.

Qualifications & Requirements

5+ years of experience in a customer service role within a professional corporate environment. Excellent interpersonal skills with the ability to manage sensitive situations with discretion and diplomacy. Motivated self‑starter with a strong sense of urgency and accountability. Exceptional customer service mindset with the ability to anticipate needs. Strong organizational and multitasking skills, with the ability to prioritize competing demands. Proven ability to meet deadlines and consistently follow through. Clear, professional written and verbal communication skills. Collaborative, positive, and team‑oriented approach. High level of professionalism, discretion, and integrity. Sound judgment and effective problem‑solving abilities. Proficiency with Microsoft Office Suite and Box or SharePoint required. Experience with Concur, advanced Adobe tools, floorplan software, and EMS conference booking platforms strongly preferred. Calm, patient, and composed under pressure with a strong work ethic. Resourceful, adaptable, proactive, and solutions‑oriented.

Compensation

The compensation range for this role is $27.00 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.

Benefits

• 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.

Respect

We believe in treating everyone with dignity, kindness, and empathy. We foster an inclusive culture where diverse perspectives are valued, and mutual respect is the cornerstone of our interactions.

Accountability

We take ownership of our actions and decisions, acknowledging their impact on our team, the organization, and our clients. We strive for transparency and follow through on our commitments, fostering trust and reliability within our community.

Collaboration

We understand that working together yields the best results and that our parts are better together. We actively promote teamwork, open communication, and the sharing of ideas. By embracing diverse talents and perspectives, we create a supportive and innovative environment that encourages collective growth and empowerment.

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