Office Administrator

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 As an Office Administrator, you will play a central role in maintaining a professional, efficient, and welcoming workplace for employees and guests.

This is a highly visible, onsite position requiring a proactive, service-oriented individual who can manage daily office operations, reception and guest services, conference-room readiness, facilities coordination, onboarding support, vendor relationships, and space planning.

Working closely with the Corporate Services team and Global Corporate Services, this role will help ensure the office operates seamlessly while delivering a consistent, elevated employee and guest experience.

Repsonsibilities Office Administration & Workplace Operations Oversee daily office operations to ensure a safe, organized, efficient, and professional workplace environment.

Provide reception coverage; professionally greet, register, and direct guests, while managing incoming calls, deliveries, and general office inquiries.

Maintain conference rooms, meeting spaces, and common areas to ensure they are consistently presentation-ready and fully operational.

Support the in-office meeting experience, including room readiness, guest arrival, catering setup, conference-space preparation, and escalation of A/V issues to the appropriate Technology partners.

Coordinate daily mail, messenger, courier, shipping, and receiving services, including package tracking and timely distribution.

Support internal and external guest management, including workspace reservations, visitor access, building access coordination, and meeting logistics.

Organize, review, and track office invoices, purchase requests, and budget-related documentation in partnership with the Regional Manager and Corporate Services leadership.

Maintain accurate office documentation and tracking tools, including seating plans, office capacity, contacts, vendor records, certificates of insurance, onboarding/offboarding activity, and facilities requests.

Support onsite events, employee engagement initiatives, and business-hosted meetings as needed.

Respond to day-to-day operational needs with sound judgment, urgency, discretion, and a consistently professional approach.

Facilities, Vendor & Space Management Serve as a primary onsite contact for building management, vendors, Security, Technology, and other internal partners on office-related matters.

Monitor the condition, functionality, and presentation of office spaces, furniture, equipment, pantries, and common areas; identify issues proactively and coordinate resolution.

Manage office-supply inventory, ordering, stocking, and organization to support daily business needs.

Coordinate vendor access, service visits, repairs, preventive maintenance, and project work, ensuring work is completed safely and with minimal disruption to the business.

Support workplace planning by maintaining seating information, floor plans, and capacity data; assist with desk moves, team relocations, and…