Office Services Associate
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 assumes a pivotal role in ensuring the smooth functioning of office operations by delivering comprehensive support services, including back-office support, hospitality, mail handling, and reprographics. Reporting to the Lead Office Services Associate or the Client Relations Manager, this position bears significant responsibility for maintaining a professional and efficient office environment.
JOB RESPONSIBILITIES
Responsible for the coordinated delivery of Facilities and File Center
Supporting Vendor relations and following up on needs including schedule, support, and routine maintenance.
Working with the Building to report issues and following through for resolutions
Assisting with maintaining the tidiness and cleanliness of the entire office space
Ensuring visitor offices are clean, tidy and well stocked at all times
Support office relocations and moves
Assisting with copying and scanning projects
Assisting with mailings and other miscellaneous projects as needed
Provide Reception coverage as needed . NOTE - Termed "backup", but could be 1-4 hours a day
Provide consistent, exceptional Client First service to all visitors, clients and employees of the Firm
Assisting with delivering and retrieving food, boxes and materials as needed
Ensure the complete life cycle of records, paper and electronic, are managed efficiently and effectively from implementation of organization to ultimate disposition
Collaborate with Records team to process loose documents, create new files, index files for offsite storage, and manage physical space for files, to include shifting files for offsite storage, and returning or destroying files after close of matter, to conform with current RIM policies and procedures
Collaborate with Records team to process incoming lateral files and outgoing files for transfer in conjunction with the Office of General Counsel
Adhere to and help enforce firm records policies and procedures
Other duties assigned as necessary to support the operations of the office
Reporting & Requirements
Compile data on a weekly basis and share with leadership
Daily and weekly recaps
Weekly Opensity Team Meetings
JOB REQUIREMENTS
3-5 years of proven experience, preferably in a professional services or similar environment
Excellent verbal and written communication skills
The ability to thrive within a high pressured environment.
Effective time management and conflict resolution skills required
A medium level of technology efficiency using Microsoft Office products and applications
Experience working in an environment where priorities are constantly changing
Excellent attention to detail and ability to think/work quickly under pressure
Ability to prioritize, organize and follow up effectively.
Ability to multi-task and process information expeditiously
Ability to be a clear thinker, analyze, strategize, and resolve problems
Ability to maintain confidentiality and security of any client information
Displays a pleasant and cheerful disposition at all time
Ability to lift or move 40 lbs. or greater
Ability to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.
Ability to walk, bend, kneel, stand or sit for an extended period of time
The Compensation range for this role is up to 26.00 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.
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 an Equal Opportunity Employer.
We are committed to providing equal employment opportunities to all applicants and employees and do not discriminate on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Employment decisions at Opensity are based on qualifications, merit, and business needs. This policy applies to all aspects of employment, including recruitment, hiring, promotion, compensation, training, discipline, and termination.
Opensity is committed to providing reasonable accommodations for qualified individuals with disabilities, for pregnancy related conditions, and for sincerely held religious beliefs, in accordance with applicable law. We do not tolerate retaliation against individuals who raise concerns or participate in an investigation related to equal employment opportunity.