Office Services Associate

Opensity solutions; New York (NY); On-site; USD 28,000 - 33,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

PTO

Job summary

Opensity Solutions is seeking a Mobile Associate to provide reception, front desk coverage, and general workplace support at our New York site. You will assist with conference room setup, mail handling, printing and document services, and act as a courteous first point of contact for guests and staff.

Flexibility, attention to detail, and strong communication are essential for success in a fast-paced environment.

Qualifications

• High school diploma or equivalent.
• 1+ year in a corporate office, law office, mailroom, reception, hospitality, or print shop capacity.
• Proficient with Microsoft Office products.

Responsibilities

• Provide professional and welcoming reception coverage and direct inquiries.
• Prepare conference rooms and support meeting logistics and AV setup.
• Receive, sort, and process mail and packages; coordinate with couriers.
• Provide basic printing, copying, scanning, and document finishing services.

Skills

Reception

Customer service

Attention to detail

Microsoft Office

Communication skills

Education

High school diploma

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. Opensity Solutions is seeking a highly organized, proactive, and adaptable Mobile Associate to join our dynamic team. In this role, you will be responsible to fill open shifts promptly and efficiently while providing a high level of workplace and administrative support. The Mobile Associate will assist with reception services, conference room and meeting support, mail and package handling, printing and copying, and other workplace services as needed. Your ability to adapt to various work environments, work with diverse teams, provide exceptional service, and quickly learn location-specific procedures will contribute to the smooth functioning of our operations. This role requires flexibility, strong communication skills, attention to detail, and the ability to independently manage multiple priorities. This role reports to the Client Relations Manager or Client Relations Director.

Essential Job Functions

Reception & Front Desk Services Provide professional and welcoming reception coverage, including greeting employees, clients, guests, and visitors. Answer and direct telephone calls, respond to inquiries, and provide general information in a professional manner. Manage visitor arrivals and departures in accordance with site-specific procedures and security requirements. Assist with visitor registration, badges, access procedures, and notifications to appropriate employees or teams. Maintain a clean, organized, and professional reception area. Provide backup support for front-desk and administrative functions as needed.

Conference Room & Meeting Support Prepare conference rooms and meeting spaces prior to scheduled meetings and events. Arrange tables, chairs, presentation materials, signage, and other meeting-related supplies according to client or site requirements. Ensure conference rooms are clean, organized, and properly equipped before and after meetings. Assist with meeting room resets and maintain readiness throughout the workday. Support basic meeting technology and audiovisual setup as trained, escalating technical issues when necessary. Monitor meeting spaces and respond promptly to requests for additional supplies, room changes, or other onsite support.

Mail, Shipping & Receiving Receive, sort, distribute, and process incoming mail and packages in accordance with site procedures. Prepare outgoing mail, packages, shipments, and courier deliveries as required. Maintain accurate records for incoming and outgoing shipments when applicable. Coordinate with couriers, delivery personnel, employees, and vendors in a professional manner. Ensure mail and packages are handled securely and delivered to the appropriate recipients or locations. Maintain an organized mailroom and supply area.

Printing, Copying & Document Services Provide basic printing, copying, scanning, faxing, and document finishing services as required. Operate and troubleshoot common office equipment, including multifunction printers and copiers. Assist with large-volume printing, copying, scanning, binding, stapling, and other document preparation needs. Maintain adequate supplies such as paper, toner, and other printing materials, and communicate supply needs promptly. Follow procedures for handling confidential, sensitive, or proprietary documents. Escalate equipment issues to the appropriate support team or vendor when necessary.

Qualifications & Requirements

• High school diploma or equivalent, Minimum 1 year of experience in a corporate office environment, law office, mailroom, reception, hospitality, or print shop capacity
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Client first mentality
• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
• Solid decision-making skills within the scope of the position
• Good verbal and written communication skills
• Prioritizing, flexibility, adaptability
• 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

Compensation

The Compensation range for this role is 20.00 to 24.00USD per hour. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.

Benefits

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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