Receptionist

Forrest Solutions LLC; New York (NY); Hybrid; USD 29,000 - 36,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off

Job summary

Opensity Solutions seeks a friendly, service-driven Receptionist/Administrative Assistant to join our team in a hybrid role blending front desk duties with administrative support and financial coordination. You will greet visitors, manage meetings, assist with billing, and provide basic IT/AV support as needed.

Ideal candidates have a customer-focused demeanor, proficiency with Microsoft Office, and experience in billing or invoicing.

Qualifications

• High school diploma or equivalent required; hospitality training a plus.
• Experience in receptionist/administrative roles with customer service focus.
• Experience with billing, invoicing or financial data entry preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Responsibilities

• Greet and welcome guests and vendors in a professional manner.
• Provide concierge-style service and coordinate meetings and events.
• Assist with data entry, document prep, and filing systems.
• Prepare and issue invoices; monitor overdue payments; support monthly reconciliation.
• Troubleshoot basic IT/AV issues in reception/conference areas.

Skills

Hospitality

Billing & Invoicing

Customer Service

Microsoft Office

Education

High school diploma or equivalent

Associate's degree or hospitality training

Tools

Emburse

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.

We are seeking a friendly, service-driven Receptionist/Administrative Assistant with strong skills in hospitality, billing, and invoicing to join our team. This hybrid role blends front desk responsibilities with administrative support and financial coordination. The ideal candidate is warm, detail-oriented, and thrives in a customer-facing environment where exceptional service is a priority.

Reception & Hospitality Duties

• Greet and welcome guests, clients, and vendors with a warm, professional demeanor.
• Offer beverages or assistance to visitors upon arrival.
• Maintain a tidy and welcoming reception area, reflecting the organization's brand and values.
• Manage reservations for meeting rooms and prepare them for client visits (refreshments, materials, cleanliness).
• Provide concierge-style service to visitors and staff, anticipating needs and delivering thoughtful solutions.
• Support the coordination of company events, catering, and client hospitality needs.
• Serve as a point of contact for travel arrangements, accommodation, and visitor itineraries (if applicable).

Administrative Support

• Assist with data entry, document preparation, and internal communication.
• Monitor office supplies and place orders as needed.
• Maintain organized electronic and physical filing systems.
• Support onboarding and training materials for new staff.
• Liaise with vendors, service providers, and building management as needed.

Billing & Invoicing

• Prepare and issue invoices accurately and promptly.
• Track and follow up on overdue payments.
• Follow up on outstanding balances and manage account communications.
• Record financial transactions and support monthly reconciliation.
• Use billing/invoicing software (Emburse) to maintain accurate records.
• Assist with reporting, expense tracking, and budget support as requested.

IT Support

• Serve as first point of contact for basic IT and AV troubleshooting in the reception and conference areas (Wi-Fi, video conferencing, printers, monitors).
• Set up and test conference room technology ahead of meetings and client visits.
• Escalate unresolved technical issues to the IT department and follow up to ensure timely resolution.
• Maintain a working knowledge of office equipment (copiers, phones, badge/access systems) and coordinate service calls as needed.

Qualifications

• High school diploma or equivalent; Associate's degree or hospitality training a plus.
• Previous experience in a receptionist, administrative, or front-of-house hospitality role.
• Strong customer service orientation with a polished, professional presence.
• Experience with billing, invoicing, or financial data entry preferred.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent interpersonal, organizational, and multitasking skills.
• Calm under pressure and adept at managing high-traffic situations.

Work Environment

Office or hospitality-focused environment. Professional dress code and conduct expected. May include occasional overtime during peak periods or events.

Compensation

The Compensation range for this role is 21.00 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.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• 401(k) retirement plan
• Paid Time Off (PTO)

Equal Employment Opportunity

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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