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 related to safety, security, confidentiality, and client service.
• Prioritize multiple requests and adjust to changing business needs while maintaining accuracy and service standards.
• Perform other duties and responsibilities as assigned.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of experience in office services, hospitality, mailroom, reprographics, records management, facilities support, or a related environment preferred.
• Experience working in a professional services, corporate, legal, or other client-facing environment is a plus.
• Strong customer service and communication skills.
• Excellent attention to detail and organizational skills.
• Ability to manage multiple priorities and time-sensitive requests in a fast-paced environment.
• Professional demeanor with a strong commitment to client service.
• Ability to handle confidential and sensitive information with discretion.
• Basic proficiency with Microsoft Office and general office technology.
• Ability to learn and operate multifunction printers, copiers, scanners, shipping systems, and records management platforms.
• Ability to work independently while also contributing effectively as part of a team.

Core Competencies

• Exceptional customer service
• Professional communication
• Attention to detail and accuracy
• Organization and time management
• Ability to prioritize competing requests
• Reliability and accountability
• Problem-solving skills
• Adaptability and flexibility
• Confidentiality and discretion
• Teamwork and collaboration
• Professional appearance and demeanor
• Ability to work effectively in a deadline-driven environment

Physical Requirements

• Ability to stand and walk for extended periods throughout the workday.
• Ability to lift, carry, push, and move office materials, packages, files, and equipment as required.
• Ability to lift and carry items weighing up to 40 pounds.
• Ability to operate office equipment and perform repetitive tasks such as printing, scanning, sorting, filing, and document handling.
• Ability to bend, reach, kneel, and move throughout the office as needed.

Compensation

The compensation for this position is up to $24.00 per hour. Actual compensation will be based on the individual's 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.