Hospitality/Receptionist 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.

Opensity Solutions is seeking a highly organized, proactive, and adaptable Mobile Associate to join our dynamic team. In this role, you will be responsible to fill open shifts promptly and efficiently while providing a high level of workplace and administrative support. The Mobile Associate will assist with reception services, conference room and meeting support, mail and package handling, printing and copying, and other workplace services as needed.

Your ability to adapt to various work environments, work with diverse teams, provide exceptional service, and quickly learn location-specific procedures will contribute to the smooth functioning of our operations. This role requires flexibility, strong communication skills, attention to detail, and the ability to independently manage multiple priorities. This role reports to the Client Relations Manager or Client Relations Director.

Essential Job Functions

Reception, Hospitality & White-Glove Services

• Deliver a high-touch, white-glove hospitality experience to clients, executives, employees, guests, and visitors.
• Provide a warm, polished, and professional welcome, ensuring every interaction reflects exceptional service standards.
• Serve as the first point of contact, proactively assisting guests and responding to requests with professionalism and urgency.
• Answer and direct telephone calls while providing courteous, accurate, and client-focused customer service.
• Manage visitor arrivals and departures, including registration, badging, access procedures, and host notifications.
• Maintain a clean, organized, professional, and presentation-ready reception area throughout the day.
• Anticipate client and guest needs and provide proactive, personalized support to enhance the overall workplace experience.
• Provide seamless backup support for reception, hospitality, and administrative functions as needed.

Conference Room, Meeting & Client Support

• Provide white-glove meeting and conference room support, ensuring spaces are fully prepared before client and executive meetings.
• Prepare and arrange tables, chairs, presentation materials, signage, and hospitality supplies based on meeting requirements.
• Maintain conference rooms in a clean, polished, organized, and client-ready condition throughout the day.
• Perform timely room resets and proactively monitor meeting spaces to ensure continuous readiness.
• Provide basic technical and audiovisual support, including meeting-room equipment and presentation setup, as trained.
• Troubleshoot basic technology issues and promptly escalate technical concerns when additional support is required.
• Respond quickly and professionally to last-minute client requests, room changes, technology needs, and meeting adjustments.
• Maintain a strong focus on attention to detail, responsiveness, discretion, and exceptional customer service in every interaction.

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Mail, Shipping & Receiving

• Receive, sort, distribute, and process incoming mail and packages in accordance with site procedures.
• Prepare outgoing mail, packages, shipments, and courier deliveries as required.
• Maintain accurate records for incoming and outgoing shipments when applicable.
• Coordinate with couriers, delivery personnel, employees, and vendors in a professional manner.
• Ensure mail and packages are handled securely and delivered to the appropriate recipients or locations.
• Maintain an organized mailroom and supply area.

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Printing, Copying & Document Services

• Provide basic printing, copying, scanning, faxing, and document finishing services as required.
• Operate and troubleshoot common office equipment, including multifunction printers and copiers.
• Assist with large-volume printing, copying, scanning, binding, stapling, and other document preparation needs.
• Maintain adequate supplies such as paper, toner, and other printing materials, and communicate supply needs promptly.
• Follow procedures for handling confidential, sensitive, or proprietary documents.
• Escalate equipment issues to the appropriate support team or vendor when necessary.

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Qualifications & Requirements

• High school diploma or equivalent,
• Minimum 1 year of experience in a corporate office environment, law office, mailroom, reception, hospitality, or print shop capacity
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Strong background in hospitality, reception, guest services, or client-facing customer service.
• Demonstrated ability to deliver white-glove service in a professional corporate environment.
• Polished, professional presence with excellent verbal and interpersonal communication skills.Strong customer-service mindset, with the ability to anticipate client and guest needs.
• Experience managing visitor reception, registration, badging, access, and host notifications.
• Ability to maintain a clean, organized, and client-ready reception and conference room environment.
• Experience supporting conference rooms, meetings, and executive/client events.
• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
• Solid decision-making skills within the scope of the position
• Good verbal and written communication skills
• Prioritizing, flexibility, adaptability
• 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

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Compensation

The Compensation range for this role is 20.00 to 24.00USD per hour. 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.