Lead Office Services Associate

Forrest Solutions LLC; New York (NY); On-site; USD 43,000 - 47,000; 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 Lead Office Services Associate to ensure smooth office operations within a professional financial services setting in New York. You will welcome clients, guests, and staff, deliver high‑touch hospitality, and coordinate meeting rooms and events to support the client experience.

You will anticipate needs, balance discretion with warmth, and partner with facilities, security, technology, and F&B teams to maintain presentation, confidentiality, and seamless service

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of 2+ years of relevant hospitality, guest services, or customer service experience required.
• Experience in a fast-paced client-facing environment preferred.
• Technical Skills: Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with meeting and event space reservation systems, workplace management platforms, visitor management systems, or hospitality applications preferred.

Responsibilities

• Serve as a warm, welcoming, and professional presence, creating an exceptional first impression for clients, guests, executives, and employees from the moment they arrive.
• Deliver a high-touch hospitality experience within a professional financial services environment, balancing genuine warmth and attentiveness with discretion, polish, and professionalism.
• Anticipate client and guest needs and provide proactive assistance and thoughtful solutions that create a seamless and personalized experience.
• Tactically manage and reserve meeting and event spaces for clients and guests, selecting spaces based on purpose, attendance, timing, technology, catering, accessibility, and other requirements.
• Coordinate and optimize meeting and event space utilization, addressing scheduling conflicts and special requests to support client experience and business needs.
• Ensure meeting spaces are prepared, welcoming, and presentation-ready prior to arrival, including room configuration, technology, refreshments, supplies, and amenities.
• Maintain awareness of daily meeting activity and high-volume periods, VIP engagements, and potential service needs.
• Partner with Conference Services, Facilities, Security, Technology, Food & Beverage, and other teams to coordinate the client and guest experience.
• Conduct regular walkthroughs of reception areas, meeting rooms, event spaces to maintain standards of cleanliness and hospitality.
• Respond promptly to client inquiries, concerns, and requests, following up as needed.
• Develop relationships with frequent clients, guests, and internal stakeholders by recognizing preferences and delivering personalized service.
• Exercise sound judgement, discretion, and confidentiality with clients and sensitive information.
• Support client meetings, executive engagements, events, and other high-profile activities, adapting to changing needs.
• Identify opportunities to elevate the client/guest experience through service touches and attentiveness to preferences.
• Serve as a brand ambassador reflecting professionalism, hospitality, and service standards.

Skills

Customer service

Communication

Multitasking

Attention to detail

Discretion

Microsoft Office

Hospitality experience

Education

High school diploma or equivalent

Tools

Meeting room software

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.

Job Description The Lead 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, catering support. Reporting to the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.

ROLES & RESPONSIBILITIES:

• Serve as a warm, welcoming, and professional presence, creating an exceptional first impression for clients, guests, executives, and employees from the moment they arrive.
• Deliver a high-touch hospitality experience within a professional financial services environment, balancing genuine warmth and attentiveness with discretion, polish, and professionalism.
• Anticipate client and guest needs and provide proactive assistance and thoughtful solutions that create a seamless and personalized experience.
• Tactically manage and reserve meeting and event spaces for clients and guests, selecting the most appropriate spaces based on meeting purpose, attendance, timing, technology, catering, accessibility, and other hospitality requirements.
• Coordinate and optimize meeting and event space utilization, proactively addressing scheduling conflicts, changing requirements, and special requests to support both the client experience and broader business needs.
• Ensure meeting and event spaces are fully prepared, welcoming, and presentation-ready prior to client and guest arrival, including room configuration, technology, refreshments, supplies, and other requested amenities.
• Maintain awareness of daily meeting and event activity, anticipating high-volume periods, VIP engagements, and potential service needs to support smooth execution.
• Partner closely with Conference Services, Facilities, Security, Technology, Food & Beverage, and other internal teams to coordinate all aspects of the client and guest experience.
• Conduct regular walkthroughs of reception areas, meeting rooms, event spaces, and other client-facing areas to ensure established standards for cleanliness, appearance, functionality, and hospitality are consistently maintained.
• Respond promptly and professionally to client and guest inquiries, concerns, and special requests, taking ownership through resolution and appropriate follow-up.
• Develop positive relationships with frequent clients, guests, and internal stakeholders by recognizing preferences and delivering personalized, attentive service.
• Exercise sound judgment, discretion, and confidentiality when interacting with clients, executives, and sensitive business information.
• Support client meetings, executive engagements, events, and other high-profile activities, adapting to changing needs while maintaining a calm, polished, and welcoming presence.
• Identify opportunities to elevate the client and guest experience through thoughtful service touches and proactive attention to individual preferences.
• Serve as a brand ambassador, ensuring every interaction and client-facing space reflects the professionalism, hospitality, and service standards of the organization.

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong customer service orientation with a client-first mentality and commitment to delivering exceptional guest experiences.
• Excellent verbal and written communication skills with the ability to interact professionally with guests, clients, and team members.
• Ability to multitask and prioritize responsibilities in a fast-paced, high-energy environment with changing priorities.
• Strong attention to detail and accuracy in operational processes and guest interactions.
• Effective problem-solving and decision-making skills within the scope of the role.
• Ability to maintain professionalism, confidentiality, and security of sensitive client information.
• Positive, friendly, and adaptable attitude with the ability to motivate peers and foster collaborative relationships.
• Proficiency with Microsoft Office applications and general technology platforms.
• Ability to analyze guest feedback and performance metrics to improve service delivery and operational outcomes.
• Flexibility and adaptability to changing business needs and operational demands.

QUALIFICATIONS:

• Education: High school diploma or equivalent required;
• Experience: Minimum of 2+ years of relevant hospitality, guest services, or customer service experience required.
• Experience in a fast-paced client-facing environment preferred.
• Technical Skills: Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with meeting and event space reservation systems, workplace management platforms, visitor management systems, or hospitality applications preferred.
• Ability to effectively manage meeting and event space inventory, evaluate competing space requirements, and make timely reservation decisions based on client needs, business priorities, capacity, technology, and service requirements.
• Ability to quickly learn new workplace technology, reservation platforms, and client service applications.

Physical Requirement

• Ability to 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 31.00 to 34.00 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.

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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