Office Services Associate

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 at Opensity Solutions is responsible for delivering integrated workplace services, including mail, copy, reception, hospitality, and general facilities support to ensure smooth daily operations across client environments. This role provides front-line support for workplace services and contributes to a clean, organized, and professional office experience for employees and visitors. This position is classified as non-exempt. 

ROLES & RESPONSIBILITIES:

• Sort, meter, distribute, and track incoming and outgoing mail and accountable packages according to established schedules and procedures.  
• Produce copy, print, and scan services accurately based on written instructions and client requests.  
• Answer incoming telephone calls, route calls to appropriate personnel, and provide professional customer service support. 
• Greet, assist, and announce visitors in a professional and welcoming manner while ensuring proper check-in procedures.  
• Coordinate and maintain conference rooms, kitchens, and common areas to ensure they are clean, stocked, and ready for use.
• Inspect and refresh meeting spaces, including cleaning surfaces and resetting rooms after use.  
• Manage kitchen and pantry inventory, including stocking supplies and ordering replenishments as needed.  
• Support floor operations, including stocking copy rooms, distributing paper and supplies, and performing basic maintenance tasks.  
• Assist with general facilities support tasks, including hanging items, small office moves, and workspace reconfigurations.  
• Coordinate with internal teams and client contacts regarding facility or equipment-related issues and service needs.  
• Ensure all workplace service areas are maintained in alignment with cleanliness, safety, and service standards.
• Support continuous improvement of workplace services through proactive identification of operational needs.  

KNOWLEDGE, SKILLS & ATTRIBUTES:

• Strong customer service mindset with a focus on delivering high-quality workplace support.  
• Ability to multitask and manage competing priorities in a fast-paced environment.  
• Strong attention to detail and commitment to accuracy in service delivery.  
• Basic understanding of office operations, mail handling, and workplace services.  
• Strong communication skills, both verbal and interpersonal.  
• Ability to work independently and as part of a team.  
• Professional demeanor with a positive and service-oriented attitude.  
• Familiarity with office equipment such as printers, copiers, and mail systems. 
• Strong organizational skills and ability to follow written and verbal instructions.  
• Commitment to maintaining confidentiality and professionalism in client environments.  
• 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.

QUALIFICATIONS:

Education:  High school diploma or equivalent required. 

Experience: 1+ year of experience in workplace services, facilities support, hospitality, reception, mail services, or related roles preferred. 

Technical Skills: Basic proficiency with office equipment (printers, copiers, scanners) and familiarity with workplace service systems or ticketing platforms is preferred. 

The Compensation range for this role is 22.00 to 24.00 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.

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.