Office Services Associate

Opensity solutions; Melville (NY); On-site; USD 21,000 - 34,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off

Job summary

Opensity Solutions is seeking an Office Services Associate to be the welcoming hub of the office and a trusted point of contact for guests and staff. You will support facilities operations and partner with the Office Manager to ensure smooth daily office functioning, guest experiences, and event logistics.

The role requires 1-2 years in office services or related fields, strong communication, and the ability to juggle multiple priorities in a fast-paced environment.

Qualifications

• 1-2 years of experience in office services, hospitality, or workplace operations.
• Strong communication and relationship management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office and workplace systems.
• Knowledge of office operations and facilities management processes.

Responsibilities

• Manage office and facilities operations in partnership with the Regional Office Manager and Office Manager.
• Coordinate with building management, security, engineering, and vendors.
• Greet and direct visitors, notifying appropriate contacts.
• Manage conference room and workspace reservations.
• Prepare meeting rooms and ensure alignment with meeting organizers.
• Place and track all catering orders in line with firm guidelines.
• Coordinate, confirm, and support catering setup and teardown.
• Process mail, packages, courier requests, and certified mail.
• Maintain conference rooms and shared spaces throughout the day.

Skills

Communication skills

Relationship management

Multitasking

Microsoft Office

Attention to detail

Organizational skills

Tools

Microsoft Office Suite

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 an Office Services Associate. This position will be a highly visible point of contact to our internal and external guests in the office and will provide a warm and welcoming office experience. This role will uphold clients' values and will work closely with the Client Service Manager to ensure the office operates efficiently and in excellence daily while consistently. providing the highest level of customer service.Essential Job FunctionsOffice & FacilitiesManage office and facilities operations in partnership with the Regional Office Manager and Office Manager.Coordinate with building management, security, engineering, and vendors.Submit maintenance requests and support overall workplace operations.Visitors & VendorsCoordinate visitor access with building security.Greet and direct visitors, notifying appropriate contacts.Monitor building access points as needed.Validate and track approved visitor parking.Conference Rooms & Space ReservationsManage conference room and workspace reservations using internal systems.Support scheduling needs and resolve conflicts.Coordinate external building conference room bookings when required.Meetings & CateringPlace and track all catering orders in line with firm guidelines.Coordinate, confirm, and support catering setup and teardown.Prepare meeting rooms and ensure alignment with meeting organizers.Office Access & SecurityIssue, track, and manage employee and visitor access badges.Coordinate with building security for onboarding, offboarding, and access audits.Office OperationsRespond promptly to employee requests.Process mail, packages, courier requests, and certified mail.Order business cards and life event items per guidelines.Support event planning and office initiatives.Maintain conference rooms and shared spaces throughout the day.Common AreasEnsure cleanliness and readiness of all common areas and conference rooms.Replenish supplies and report issues as needed.Knowledge & Skills1-2 years of experience in office services, hospitality, or workplace operationsStrong communication and relationship management skillsAbility to manage multiple priorities in a fast-paced environmentProficiency in Microsoft Office and workplace systemsStrong attention to detail and organizational skillsQualifications & RequirementsClient-focused mindsetLeadership and accountabilityOperational efficiencyProblem-solving and decision-makingAbility to lift or move 40 lbs. or greaterAbility 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 timeThe Compensation range for this role is up to 25.00 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 insuranceDental insuranceVision insurance401(k) retirement planPaid 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.