Lead 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.

Job Description The Lead 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, catering support. Reporting to the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.

• Serve as a warm, welcoming, and professional presence, creating an exceptional first impression for clients, guests, executives, and employees from the moment they arrive.
• Deliver a high-touch hospitality experience within a professional financial services environment, balancing genuine warmth and attentiveness with discretion, polish, and professionalism.
• Anticipate client and guest needs and provide proactive assistance and thoughtful solutions that create a seamless and personalized experience.
• Tactically manage and reserve meeting and event spaces for clients and guests, selecting the most appropriate spaces based on meeting purpose, attendance, timing, technology, catering, accessibility, and other hospitality requirements.
• Coordinate and optimize meeting and event space utilization, proactively addressing scheduling conflicts, changing requirements, and special requests to support both the client experience and broader business needs.
• Ensure meeting and event spaces are fully prepared, welcoming, and presentation-ready prior to client and guest arrival, including room configuration, technology, refreshments, supplies, and other requested amenities.
• Maintain awareness of daily meeting and event activity, anticipating high-volume periods, VIP engagements, and potential service needs to support smooth execution.
• Partner closely with Conference Services, Facilities, Security, Technology, Food & Beverage, and other internal teams to coordinate all aspects of the client and guest experience.
• Conduct regular walkthroughs of reception areas, meeting rooms, event spaces, and other client-facing areas to ensure established standards for cleanliness, appearance, functionality, and hospitality are consistently maintained.
• Respond promptly and professionally to client and guest inquiries, concerns, and special requests, taking ownership through resolution and appropriate follow-up.
• Develop positive relationships with frequent clients, guests, and internal stakeholders by recognizing preferences and delivering personalized, attentive service.
• Exercise sound judgment, discretion, and confidentiality when interacting with clients, executives, and sensitive business information.
• Support client meetings, executive engagements, events, and other high-profile activities, adapting to changing needs while maintaining a calm, polished, and welcoming presence.
• Identify opportunities to elevate the client and guest experience through thoughtful service touches and proactive attention to individual preferences.
• Ser…