Receptionist, Administrative​/Clerical

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 the Receptionist you will be the welcoming face and voice of our organization. As the first point of contact for clients, visitors, and employees, the Receptionist plays a crucial role in creating a positive and professional impression. The ideal candidate will handle phone calls, greet guests, and assist with administrative tasks, ensuring smooth operations and exceptional customer service. This position offers an exciting opportunity to be part of a dynamic team and contribute to the overall success of our company through excellent communication and organizational skills.

This role reports to the Lead Receptionist or the Client Relations Manager.

Essential Job Functions Reception & Guest Services Handle daily visitor registration through a guest registration system.

Greet and welcome guests upon arrival, check them in, and direct them to the appropriate person, floor, or office.

Coordinate, schedule, and maintain quality control for all meeting guests on the executive floor.

Supervise the intake of VIP guests to ensure the highest level of service.

Notify administrative staff of guest arrivals and respond to inquiries via phone, email, or in person.

Build and maintain positive internal and external relationships with clients, administrative staff, and service providers.

Conference Room & Meeting Support Serve as an expert user of the conference room booking platform (EMS), supporting internal clients and ensuring accuracy of information.

Act as floor administrator for conference room booking systems, assisting with meeting logistics and troubleshooting system issues.

Coordinate with service providers to ensure catering, event setup, service, and quality expectations are met.

Conduct conference room and office-wide walkthroughs to ensure spaces are presentable and maintained to high standards.

Serve as a resource for space optimization, staying informed on emerging technologies and enhancements.

Office & Facilities Support Submit maintenance, repair, and cleanliness requests and collaborate with Facilities to ensure completion.

Coordinate daily operations with security, facilities, and administrative teams.

Partner with internal teams to deliver a cohesive and high-quality office experience.

Maintain documentation of standard operating procedures for Lobby and Executive Reception.

Track and report visitor, meeting, and event activity, analyze trends, and propose process improvements using platforms such as EMS and Envoy.

Qualifications & Requirements5+ years of experience in a customer service role within a professional corporate environment.

Excellent interpersonal skills with the ability to manage sensitive situations with discretion and diplomacy.

Motivated self-starter with a strong sense of urgency and accountability.

Exceptional customer service mindset with the ability to anticipate needs.

Strong organizational and multitasking skills, with the ability to prioritize competing demands.

Proven ability to meet deadlines and consistently follow through.

Clear, professional written and verbal communication skills.

Collaborative, positive, and team-oriented approach.

High level of professionalism, discretion, and integrity.

Sound judgment and effective problem-solving abilities.

Proficiency with Microsoft Office Suite and Box or SharePoint required.

Experience with Concur, advanced Adobe tools, floorplan software, and EMS conference…