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.

The Office Services Associate assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, records management, and reprographics. Reporting to the Lead Office Services Associate or the Client Relations Manager, this position bears significant responsibility for maintaining a professional, efficient, and welcoming office environment.

Essential Job Responsibilities

• Provide day-to-day office services support in accordance with the Opensity Solutions service agreement and client requirements.

• Provide back-office support, including administrative tasks, document preparation, data entry, and other miscellaneous requests.

• Provide hospitality and workplace support to ensure a professional and welcoming environment for client staff and visitors.

• Receive, sort, distribute, and track incoming and outgoing mail, packages, and deliveries.

• Process outgoing shipments, including preparing packages, generating shipping labels, and tracking deliveries.

• Provide reprographics services, including printing, copying, scanning, binding, and document finishing.

• Assist with conference room setup, meeting support, catering coordination, and workplace events as needed.

• Maintain office supply areas and monitor inventory levels to ensure adequate supplies are available.

• Assist with records management activities, including file organization, document tracking, scanning, and retrieval as instructed.

• Maintain organized work areas and assist with general office upkeep to ensure a clean and professional environment.

• Monitor and respond to client requests, providing prompt and professional assistance.

• Accurately communicate with client staff and team members regarding commitments, deadlines, challenges, requests, and service updates.

• Deliver on service commitments in a timely, accurate, and professional manner.

• Exercise appropriate quality control to ensure work is completed accurately and meets established service standards.

• Maintain confidentiality when handling sensitive documents, client information, and business materials.

• Support miscellaneous projects and requests with a positive, flexible, and “can-do” attitude.

• Maintain a positive team-player mentality and contribute to a collaborative work environment.

• Comply with Opensity Solutions' standards of operations as set forth in the contract agreement, site operations manual, and employee handbook.

• Uphold the Standards of Service and best practices established by Opensity Solutions.

• Perform other duties and responsibilities as assigned.

Qualifications & Requirements

• High School Diploma or equivalent.

• Minimum of 1–2 years of experience in a professional office environment, preferably in office services, administrative support, hospitality, mailroom, records management, or reprographics.

• Strong customer service and interpersonal skills with the ability to interact professionally with client staff, visitors, vendors, and team members.

• Excellent verbal and written communication skills.

• Strong organizational skills with exceptional attention to detail and accuracy.

• Ability to prioritize and manage multiple tasks in a fast-paced, deadline-driven environment.

• Proficiency with Microsoft Office and standard office technology.

• Ability to work independently while also contributing effectively as part of a team.

• Professional appearance, demeanor, and communication style.

• Ability to learn and follow established procedures, client requirements, and service standards.

• Ability to lift and move packages, boxes, office supplies, and other materials weighing up to 40 lbs.

• Ability to grasp, lift, and carry packages on a standard wheeled cart with a load capacity of 75 lbs.

• Ability to walk, bend, kneel, stand, or sit for extended periods of time.

Compensation

The compensation range for this role is up to $27.00 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

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.