Office Services Associate - Mail

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 – Mail is responsible for managing all incoming and outgoing mail services, interoffice distribution, postage processing, and related office support functions within Opensity Solutions client environments. This role ensures accurate sorting, timely delivery, and compliant handling of mail and packages while supporting overall workplace efficiency and client service excellence. The position reports to the Lead Office Service Associate (Mail) or Client Relations Manager and is classified as non-exempt. 

ROLES & RESPONSIBILITIES: 

• Serve as the primary point of support for daily mailroom operations, ensuring accurate and timely processing of all incoming and outgoing mail. 
• Sort, categorize, and distribute interoffice mail to the appropriate departments in a timely and organized manner. 
• Perform scheduled internal mail runs to ensure efficient delivery of correspondence across office locations. 
• Operate postage and mail processing equipment to accurately meter outgoing mail in compliance with postal regulations and rate structures. 
• Prepare specialized outgoing mail including certified, registered, and tracked items, ensuring proper documentation and compliance. 
• Retrieve outgoing mail from designated collection points and ensure proper handling through all stages of processing. 
• Maintain and organize mailroom inventory, including supplies, postage materials, and operational equipment. 
• Coordinate ordering and replenishment of mailroom supplies to ensure uninterrupted service operations. 
• Support development and refinement of mailroom procedures, policies, and workflows to improve efficiency and accuracy. 
• Maintain a clean, organized, and professional mailroom environment that supports operational effectiveness. 
• Provide high levels of customer service by responding to client and employee inquiries related to mail services, delivery status, and mailroom operations. 
• Resolve mail-related issues, concerns, and service requests promptly and professionally. 
• Conduct regular quality checks to ensure accuracy in sorting, delivery, and processing of all mail items. 
• Maintain accurate records and logs related to incoming and outgoing mail, postage usage, and mailroom activity. 
• Assist with basic print and reprographics support as needed, including copying, binding, finishing, and document handling tasks. 
• Perform routine maintenance on mailroom and print equipment as required to ensure proper operation. 
• Support client experience initiatives by maintaining service standards and ensuring a high level of workplace satisfaction. 
• Participate in ongoing training programs and development activities to enhance technical and service skills. 
• Maintain confidentiality, professionalism, and adherence to Opensity Solutions service standards at all times. 

KNOWLEDGE, SKILLS & ATTRIBUTES: 

• Strong understanding of mailroom operations, postal regulations, and document handling procedures. 
• High attention to detail with strong accuracy in sorting, processing, and recordkeeping. 
• Ability to operate mail processing equipment, postage systems, and basic office technology. 
• Strong organizational and multitasking skills in a fast-paced, deadline-driven environment. 
• Excellent customer service and communication skills with a client-first mindset. 
• Ability to prioritize tasks and manage multiple mail and service requests simultaneously. 
• Strong problem-solving skills with the ability to resolve operational issues efficiently. 
• Ability to work independently while also contributing effectively to a team environment. 
• Basic proficiency in Microsoft Office applications and tracking/reporting systems. 
• Ability to maintain confidentiality and handle sensitive materials appropriately. 
• 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:Minimum of 1 year of experience in mailroom operations, office services, facilities support, or related administrative roles. 

Technical Skills:Experience operating mailroom equipment, postage systems, and basic office technology. Proficiency in Microsoft Office Suite and tracking systems preferred

The Compensation range for this role is up to 19.25 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.