Office Services Associate

Forrest Solutions LLC; Washington (District of Columbia); On-site; USD 27,000 - 39,000; 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 support day-to-day operations in a professional office environment. You will assist with hospitality, mail, shipping, print/reprographics, and records services, ensuring accuracy, confidentiality, and client service excellence.

Responsibilities include room setup, visitor registration, equipment operation, and general back-office support to maintain efficient daily operations.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of experience in office services or related environment preferred.
• Experience in professional services or client-facing environment is a plus.

Responsibilities

• Provide back-office support including hospitality, mail and shipping.
• Operate and troubleshoot printers and copiers; escalate issues as needed.
• Manage front desk tasks and visitor registrations.
• Maintain organized work areas and ensure equipment and supplies.
• Assist with meetings, events and records handling as needed.

Skills

Customer service

Attention to detail

Organizational skills

Time management

Professional demeanor

Communication skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Office technology

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.The Office Services Associate plays a key role in supporting the day-to-day operations of a professional office environment by providing comprehensive back-office support, hospitality, mail and shipping, print and reprographics, and records services. This position is responsible for completing a variety of operational requests accurately, efficiently, and within established deadlines while maintaining a high standard of professionalism, customer service, confidentiality, and attention to detail.Print & Reprographics ServicesPerform document finishing services including binding, tabbing, stapling, hole punching, labeling, and packaging.Print, copy, scan, assemble, and distribute legal and business documents according to firm and client requirements.Review completed work for accuracy, completeness, formatting, and professional presentation.Operate multifunction printers, copiers, scanners, and other office production equipment.Perform basic troubleshooting and escalate equipment issues when necessary.Process high-volume and time-sensitive print and reprographics requests while consistently meeting established deadlines.Maintain an organized work area and ensure equipment and supplies are available and properly maintained.Mail & Shipping ServicesReceive, sort, process, and distribute incoming and outgoing mail, packages, and courier deliveries.Complete scheduled mail and package delivery runs throughout the office.Prepare and process certified, registered, overnight, and other special-handling shipments.Operate shipping and postage systems to prepare labels, track shipments, and document deliveries.Maintain accurate shipping and delivery records.Monitor mailroom supplies and assist with inventory management and ordering as needed.Ensure confidential and sensitive materials are handled securely and according to established procedures.Front Desk & Hospitality ServicesWelcome and assist clients, visitors, vendors, and employees with a professional, courteous, and service-focused approach.Manage visitor registration and follow building access and security procedures.Answer, screen, and direct incoming calls and inquiries to the appropriate individuals or departments.Assist with conference room setup, meeting support, and hospitality services.Help ensure reception areas, conference rooms, and shared spaces are clean, organized, and presentation-ready.Respond to routine requests and inquiries while maintaining a positive and professional experience for clients and visitors.Provide support for meetings, events, and other office activities as assigned.Maintain a polished first impression of the firm through professional appearance, communication, and customer service.Records & Information GovernanceAssist with file retrieval, records storage, inventory, and transfer activities.Locate, organize, and retrieve physical and electronic records as requested.Support records retention, transfer, and disposition activities in accordance with firm policies and procedures.Maintain accurate records within approved records management systems.Ensure confidential client and firm information is handled securely and appropriately.Assist with routine records audits, inventory activities, and other information governance projects as assigned.General Office SupportProvide general administrative and back-office support to ensure smooth daily office operations.Assist with office projects, special assignments, and operational initiatives as needed.Communicate effectively with employees, clients, vendors, couriers, building personnel, and internal departments.Maintain a professional, organized, and service-oriented work environment.Follow established firm procedures related to safety, security, confidentiality, and client service.Prioritize multiple requests and adjust to changing business needs while maintaining accuracy and service standards.Perform other duties and responsibilities as assigned.QualificationsHigh school diploma or equivalent required.1–2 years of experience in office services, hospitality, mailroom, reprographics, records management, facilities support, or a related environment preferred.Experience working in a professional services, corporate, legal, or other client-facing environment is a plus.Strong customer service and communication skills.Excellent attention to detail and organizational skills.Ability to manage multiple priorities and time-sensitive requests in a fast-paced environment.Professional demeanor with a strong commitment to client service.Ability to handle confidential and sensitive information with discretion.Basic proficiency with Microsoft Office and general office technology.Ability to learn and operate multifunction printers, copiers, scanners, shipping systems, and records management platforms.Ability to work independently while also contributing effectively as part of a team.Core CompetenciesExceptional customer serviceProfessional communicationAttention to detail and accuracyOrganization and time managementAbility to prioritize competing requestsReliability and accountabilityProblem-solving skillsAdaptability and flexibilityConfidentiality and discretionTeamwork and collaborationProfessional appearance and demeanorAbility to work effectively in a deadline-driven environmentPhysical RequirementsAbility to stand and walk for extended periods throughout the workday.Ability to lift, carry, push, and move office materials, packages, files, and equipment as required.Ability to lift and carry items weighing up to 40 pounds.Ability to operate office equipment and perform repetitive tasks such as printing, scanning, sorting, filing, and document handling.Ability to bend, reach, kneel, and move throughout the office as needed.CompensationThe compensation for this position is up to $24.00 per hour. Actual compensation will be based on the individual's skills, experience, and qualifications.BenefitsAll 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.