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.

The Office Services Associate plays a key role in supporting the day-to-day operations of a professional office environment by providing comprehensive back-office support, hospitality, mail and shipping, print and reprographics, and records services. This position is responsible for completing a variety of operational requests accurately, efficiently, and within established deadlines while maintaining a high standard of professionalism, customer service, confidentiality, and attention to detail.

Print & Reprographics Services Perform document finishing services including binding, tabbing, stapling, hole punching, labeling, and packaging.

Print, copy, scan, assemble, and distribute legal and business documents according to firm and client requirements.

Review completed work for accuracy, completeness, formatting, and professional presentation.

Operate multifunction printers, copiers, scanners, and other office production equipment.

Perform basic troubleshooting and escalate equipment issues when necessary.

Process high-volume and time-sensitive print and reprographics requests while consistently meeting established deadlines.

Maintain an organized work area and ensure equipment and supplies are available and properly maintained.

Mail & Shipping Services Receive, sort, process, and distribute incoming and outgoing mail, packages, and courier deliveries.

Complete scheduled mail and package delivery runs throughout the office.

Prepare and process certified, registered, overnight, and other special-handling shipments.

Operate shipping and postage systems to prepare labels, track shipments, and document deliveries.

Maintain accurate shipping and delivery records.

Monitor mailroom supplies and assist with inventory management and ordering as needed.

Ensure confidential and sensitive materials are handled securely and according to established procedures.

Front Desk & Hospitality Services Welcome and assist clients, visitors, vendors, and employees with a professional, courteous, and service-focused approach.

Manage visitor registration and follow building access and security procedures.

Answer, screen, and direct incoming calls and inquiries to the appropriate individuals or departments.

Assist with conference room setup, meeting support, and hospitality services.

Help ensure reception areas, conference rooms, and shared spaces are clean, organized, and presentation-ready.

Respond to routine requests and inquiries while maintaining a positive and professional experience for clients and visitors.

Provide support for meetings, events, and other office activities as assigned.

Maintain a polished first impression of the firm through professional appearance, communication, and customer service.

Records & Information Governance Assist with file retrieval, records storage, inventory, and transfer activities.

Locate, organize, and retrieve physical and electronic records as requested.

Support records retention, transfer, and disposition activities in accordance with firm policies and procedures.

Maintain accurate records within approved records management systems.

Ensure confidential client and firm information is handled securely and appropriately.

Assist with routine records audits, inventory activities, and other information governance projects as assigned.

General Office Support Provide general administrative and back-office support to ensure smooth daily office operations.

Assist with office projects, special assignments, and operational initiatives as needed.

Communicate effectively with employees, clients, vendors, couriers, building personnel, and internal departments.

Maintain a professional, organized, and service-oriented work environment.

Follow established firm procedures…