Receptionist

Opensity Solutions; Palo Alto (CA); On-site; USD 34,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

PTO

Job summary

Opensity Solutions, based in Palo Alto, CA, seeks a Receptionist to serve as the initial contact for employees, clients, visitors, and vendors. You will foster a welcoming environment, handle front desk duties, direct inquiries, and support daily office operations.

The role reports to the Lead Receptionist or Client Relations Manager, with Monday–Friday 8am–5pm hours, occasional OT, and a pay range of $25–$28 per hour, plus benefits.

Qualifications

• Front desk receptionist experience or equivalent in professional services
• Excellent communication and customer service skills
• Proficiency with MS Office and scheduling tools
• Ability to manage multiple tasks and maintain confidentiality

Responsibilities

• Greet employees, clients, visitors, and vendors professionally
• Direct calls and relay messages accurately
• Coordinate meetings and calendar entries
• Maintain organized front desk and office records
• Support administrative tasks and office logistics
• Ensure security procedures and visitor logs are followed

Skills

Customer service

Organizational skills

Multitasking

Attention to detail

Confidentiality

Problem solving

Teamwork

Communication

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office Suite

Scheduling systems

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.

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.

Position Summary

The Receptionist serves as the primary point of contact for employees, clients, visitors, and vendors within Opensity Solutions client environments. This role is responsible for creating a professional and welcoming experience through exceptional customer service, front desk management, communication coordination, and administrative support. The Receptionist plays a key role in maintaining efficient office operations, supporting workplace organization, and ensuring a positive client and guest experience. The position reports to the Lead Receptionist or Client Relations Manager.

Location

Palo Alto, CA

Pay

25-28hr

Schedule

Monday-Friday 8am-5pm - flexible with OT occasionally

Roles & Responsibilities

Front Desk Management

• Greet employees, clients, visitors, and vendors in a professional, friendly, and welcoming manner.
• Manage incoming phone calls efficiently by directing calls to appropriate personnel, taking accurate messages, and responding to inquiries professionally.
• Provide timely assistance and support to visitors and employees by directing them to the appropriate departments or resources.
• Maintain a professional front desk environment that reflects the service standards and values of Opensity Solutions.
• Monitor visitor check-in procedures and maintain visitor logs as required.

Client Relations & Guest Experience

• Ensure a seamless and positive experience for all clients, guests, and visitors entering the workplace environment.
• Respond to client and guest requests promptly, professionally, and courteously.
• Address concerns, inquiries, and service requests efficiently while maintaining a high level of customer satisfaction.
• Build positive working relationships with employees, clients, vendors, and visitors through excellent communication and professionalism.
• Maintain a customer-focused approach while supporting workplace hospitality and operational service initiatives.

Communication & Coordination

• Serve as a central communication hub for internal and external communications.
• Relay messages accurately and promptly through phone, email, and in-person communication channels.
• Coordinate meeting schedules, visitor appointments, conference room reservations, and workplace calendars as needed.
• Support communication between departments to ensure smooth workplace operations and efficient coordination of activities.
• Maintain awareness of daily office activities, meetings, and visitor schedules to support operational readiness.

Administrative Support

• Assist with sorting, distributing, and tracking incoming mail, packages, deliveries, and correspondence.
• Maintain organized office records, files, and documentation systems to support efficient retrieval and administrative operations.
• Monitor office supply inventory levels and coordinate replenishment as needed to maintain operational continuity.
• Provide administrative support for meetings, events, and workplace activities as assigned.
• Assist with data entry, document preparation, scheduling, and additional administrative tasks as needed.

Facility & Security Coordination

• Coordinate meeting room scheduling, event preparation, and workspace arrangements with internal departments and stakeholders.
• Assist in organizing workplace events, meetings, and conferences by ensuring required resources and room setups are completed.
• Support workplace security procedures by monitoring visitor access and ensuring compliance with established protocols.
• Respond appropriately to emergencies, workplace incidents, or security concerns by notifying designated personnel.
• Participate in workplace safety training and operational readiness initiatives as required.

Training & Professional Development

• Participate in ongoing training and development programs, including workplace systems, customer service standards, and operational procedures.
• Maintain knowledge of company policies, workplace protocols, and service standards to support operational excellence.
• Promote professionalism, teamwork, and a positive workplace culture aligned with Opensity Solutions values.

Knowledge, Skills & Attributes

• Excellent customer service and interpersonal communication skills with a client-first mindset.
• Professional demeanor with strong verbal and written communication abilities.
• Strong organizational and multitasking skills in fast-paced environments.
• Ability to manage multiple priorities while maintaining accuracy and professionalism.
• Strong attention to detail and commitment to operational excellence.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Strong problem-solving and decision-making abilities within the scope of the role.
• Ability to work independently and collaboratively within a team environment
• Proficiency in Microsoft Office Suite and office technology systems.
• Positive attitude, adaptability, flexibility, and professionalism in workplace interactions.

Qualifications

Education

High school diploma or equivalent required; associate or bachelor’s degree preferred.

Experience

Minimum of 3-5 years of receptionist, front desk, customer service, or administrative support experience, preferably within professional services or legal environments.

Technical Skills

Proficiency in Microsoft Office Suite, scheduling systems, communication platforms, and general office technology required.

The Compensation range for this role is 25.00 to 28.00 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)

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.