Office Services Associate

K2 Services; Costa Mesa (CA); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity is seeking an Office Services Associate to ensure smooth office operations, including back-office support, hospitality, mail handling, and reprographics. You will report to the Lead Office Services Associate or Client Relations Manager and help maintain a professional, efficient environment.

The role emphasizes client-first service, coordination of facilities tasks, and collaboration with Records to manage physical and electronic records lifecycle.

Qualifications

• 3-5 years of proven experience in professional services or similar environment.
• Excellent verbal and written communication skills.
• Ability to thrive in a high-pressure environment.
• Effective time management and conflict resolution skills.
• Moderate level of tech proficiency with Microsoft Office products.
• Experience in dynamic, priority-driven settings.
• Strong attention to detail and quick, precise work.
• Ability to multi-task and process information expeditiously.
• Clear thinking, problem solving, and discretion with confidential information.

Responsibilities

• Coordinate delivery of Facilities and File Center services.
• Support vendor relations and follow up on needs such as scheduling and maintenance.
• Collaborate with Building to report issues and ensure resolutions.
• Maintain tidiness of the office space and ensure visitors are well cared for.
• Assist with office relocations, copying, scanning, and mailings.
• Provide reception backup 1–4 hours daily and ensure client-first service.
• Help process records lifecycle for physical and electronic files.
• Assist Records team with file indexing, offsite storage, and disposition.

Skills

Verbal communication

Written communication

Time management

Multitasking

Attention to detail

Microsoft Office

Tools

Microsoft Office

Job description

Ourmissionis to providemodernized technology platforms,elevated technology support, andvaluable insights, empoweringour clientsto excel inwhat 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.

JOB RESPONSIBILITIES

• Responsible for the coordinated delivery of Facilities and File Center
• Supporting Vendor relations and following up on needs including schedule, support, and routine maintenance.
• Working with the Building to report issues and following through for resolutions
• Assisting with maintaining the tidiness and cleanliness of the entire office space
• Ensuring visitor offices are clean, tidy and well stocked at all times
• Support office relocations and moves
• Assisting with copying and scanning projects
• Assisting with mailings and other miscellaneous projects as needed
• Provide Reception coverage as needed . NOTE - Termed "backup", but could be 1-4 hours a day
• Provide consistent, exceptional Client First service to all visitors, clients and employees of the Firm
• Assisting with delivering and retrieving food, boxes and materials as needed
• Ensure the complete life cycle of records, paper and electronic, are managed efficiently and effectively from implementation of organization to ultimate disposition
• Collaborate with Records team to process loose documents, create new files, index files for offsite storage, and manage physical space for files, to include shifting files for offsite storage, and returning or destroying files after close of matter, to conform with current RIM policies and procedures
• Collaborate with Records team to process incoming lateral files and outgoing files for transfer in conjunction with the Office of General Counsel
• Adhere to and help enforce firm records policies and procedures
• Other duties assigned as necessary to support the operations of the office

Reporting & Requirements

• Compile data on a weekly basis and share with leadership
• Daily and weekly recaps
• Weekly Opensity Team Meetings

JOB REQUIREMENTS

• 3-5 years of proven experience, preferably in a professional services or similar environment
• Excellent verbal and written communication skills
• The ability to thrive within a high pressured environment.
• Effective time management and conflict resolution skills required
• A medium level of technology efficiency using Microsoft Office products and applications
• Experience working in an environment where priorities are constantly changing
• Excellent attention to detail and ability to think/work quickly under pressureAbility to prioritize, organize and follow up effectively.
• Ability to multi-task and process information expeditiously
• Ability to be a clear thinker, analyze, strategize, and resolve problems
• Ability to maintain confidentiality and security of any client information
• Displays a pleasant and cheerful disposition at all time
• 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 26.00 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 an Equal Opportunity Employer.

We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.

Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.