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 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.

Location: Fresno, CA

Pay: 23-26hr

Schedule: Monday-Friday (8am-5pm)

Essential Job Functions:

Day to day Account Management

• Act as the primary liaison between the client and Opensity Solutions, ensuring seamless communication and fostering positive relationships.
• Oversee the day-to-day operational requirements, promptly addressing client requests, inquiries, and issues to ensure unwavering client satisfaction.
• Uphold the professional image of the office by ensuring proper signage, up-to-date communication materials, and an organized and aesthetically pleasing environment.
• Contribute actively to weekly leadership and senior management discussions, providing articulate reports on outcomes, challenges, and strategies to meet client objectives.

Process & Procedures

• Collaborate with the client organization to define robust policies, procedures, standards, and tolls that align with business goals and drive operational excellence.
• Identify and monitor Key Performance Indicators (KPI), ensuring adherence to all Service Level Agreement (SLA) requirements.
• Apply project and change management methodologies to identify and implement process improvement opportunities in a service-oriented environment.
• Regularly update and maintain the Site Operations Manual/Playbook to ensure accurate and comprehensive documentation of operational processes.

Client Experience/ Satisfaction

• Foster enduring client relationships, actively seeking avenues to enhance and sustain high levels of customer satisfaction through prompt and effective issue resolution.
• Conduct regular inspections of the office space to ensure optimal appearance and condition, providing a welcoming and professional environment for all stakeholders.
• Demonstrate attentive customer service by promptly addressing complaints, questions, concerns, and suggestions, while conducting thorough quality assurance follow-ups.
• Extend utmost courtesy and urgency in welcoming and assisting guests, going beyond the front desk to open doors and embodying the highest standards of hospitality.
• Promote and support the client’s hoteling culture and mobile working practices by providing assistance to guests and visitors in securing appropriate workspace, actively managing room occupancy, and liaising with facility maintenance for timely upkeep of the space.

Facilities

• Execute interoffice moves, including furniture relocations and meticulous meeting setups, ensuring seamless transitions and optimized space utilization.
• Contribute to facilities maintenance efforts by proficiently performing various tasks such as sheet rocking, plastering, light carpentry, and light fixture maintenance.
• Prioritize the sanitization of designated areas, upholding building maintenance standards, diligently replenish supplies, ensuring proper signage implementation, and address any cleaning requirements promptly and efficiently.

Mail

• Facilitate essential mail services, encompassing accurate sorting and distribution of interoffice mail, timely execution of internal mail runs, and proficient operation of postage equipment for outgoing mail processing.
• Ensuring the preparation of specialized outgoing mail (e.g., certified registered) and the diligent collection of outgoing mail from designated internal zones

Meeting Support

• Maintain diligent oversight of all meeting rooms, ensuring punctual participant arrivals

Print

• Perform critical print services, including proficient copying, rigorous quality control checks, meticulous record log maintenance, precise binding, hole punching, stapling, and basic copier maintenance.
• Ensure accurate reproduction of CD/DVD materials in response to customer requests or as part of an imaging project.

Requirements

• High School Diploma or GED
• 1+ work experience in a customer services field
• Ability to multitask with attention to detail
• Ability to resolve issues with professionalism and tact
• 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 23.00 to 26.50 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 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.