Community Ambassador & Administrative Assistant

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.

As a Community Ambassador & Administrative Assistant, you will be responsible for creating a warm and inclusive environment, providing exceptional customer service to visitors and residents alike. Additionally, you will serve as the Meeting Coordinator, ensuring the seamless planning, execution, and follow-up of various meetings and events within our community. Your passion for building strong connections and your impeccable organizational skills will be key in fostering a thriving and engaged community. The role involves managing administrative tasks, coordinating schedules, maintaining files, and facilitating effective communication. The ideal candidate will demonstrate exceptional organizational and interpersonal skills, ensuring smooth workflow and contributing to the overall success of the team. This role reports to the Client Relations Manager. 

ROLES & RESPONSIBILITIES: 

• Greet and extend courteous assistance to visitors, residents, and community members, exhibiting a professional and approachable demeanor. 

• Engage in purposeful interactions, actively listening to individual needs, and providing comprehensive information about community amenities, events, and services. 

• Cultivate positive relationships, demonstrating genuine care and interest in community members' well-being, thus fostering a sense of belonging and unity. 

• Exemplify efficiency and organization in managing the front desk area, always maintaining an immaculate and professional appearance. 

• Skillfully handle incoming calls, promptly routing them to the appropriate personnel or taking detailed messages whennecessary, ensuring seamless communication within our organization. 

• Facilitate the orderly receipt and distribution of mail and packages, ensuring timely and accurate delivery to the intended recipients. 

• Demonstrate adept support of coordination of meetings and events, collaboratively working with diverse teams to secure optimal participant availability and essential resources. 

• Ensures meeting spaces are ready for client use including audiovisual setup, beverage areas, receiving food deliveries/set-up as needed, and ensuring flawless execution. 

• Offer onsite support during events, ensuring smooth operations and resolving any unforeseen issues with prompt efficiency.  Including technical support issues in partnership with IT as needed.

• Provide comprehensive administrative support and act as a primary point of contact for clients. 

• Manage daily operations, address inquiries and issues, ensuring client satisfaction. 

• Maintain organized and professional site environment, including signage and communication materials. 

• Demonstrate expertise in identifying key performance indicators and ensuring strict adherence to service level agreements (SLAs) through meticulous administrative management.

• Apply administrative process and procedure knowledge to identify opportunities for improvement, utilizing project and change management principles.

• Maintain and update the Site Operations Manual/Playbook with precision and attention to detail, showcasing exceptional organizational and administrative capabilities. 

• Provide essential administrative support, including print services such as copying, quality control checks, record logging, and file organization. 

• Ensure the highest level of client satisfaction by promptly addressing inquiries, resolving issues, and maintaining a well-organized and presentable site. 

The Compensation range for this role is 20.00 to 25.00 USD per hour. 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.