Office Services Associate

Global Business Transformation Solutions, LLC (GBTS); New York (NY); On-site; USD 30,000 - 43,000; 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 an Office Services Associate to be a highly visible point of contact for internal and external guests, delivering a warm, welcoming office experience and upholding the firm’s values while working with the Client Service Manager to ensure efficient daily operation.

This role covers office operations, facilities, visitor management, space reservations, catering, security, and mail handling, with a Monday–Friday schedule and a 37.5-hour week, offering benefits and

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.
• Strong attention to detail and organizational skills.

Responsibilities

• Manage 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.
• Coordinate visitor access with building security.
• Greet and direct visitors, notifying appropriate contacts.
• Monitor building access points as needed.
• Validate and track approved visitor parking.
• Manage conference room and workspace reservations.
• Support scheduling needs and resolve conflicts.
• Coordinate external building conference room bookings when required.
• Place 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.
• Issue, track, and manage employee and visitor access badges.
• Coordinate with building security for onboarding, offboarding, and access audits.
• Respond 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.
• Ensure cleanliness and readiness of all common areas.
• Replenish supplies and report issues as needed.

Skills

Communication skills

Relationship management

Multi-tasking

Attention to detail

Organization

Tools

Microsoft Office

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 Office Services Associate 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. Schedule: Monday to Friday. This role will work 37.5 hours per week

Roles & Responsibilities

Office & Facilities

Manage 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 & Vendors

Coordinate 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 Reservations

Manage conference room and workspace reservations using internal systems. Support scheduling needs and resolve conflicts. Coordinate external building conference room bookings when required.

Meetings & Catering

Place 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 & Security

Issue, track, and manage employee and visitor access badges. Coordinate with building security for onboarding, offboarding, and access audits.

Office Operations

Respond 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 Areas

Ensure cleanliness and readiness of all common areas and conference rooms. Replenish supplies and report issues as needed.

Knowledge, Skills & Attributes

• 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
• Strong attention to detail and organizational skills

Qualifications

• Client-focused mindset
• Leadership and accountability
• Operational efficiency
• Problem-solving and decision-making
• 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 26.50 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 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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