Receptionist

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.

Position Summary We are seeking a hospitality-driven Front Desk Administrator to serve as the first point of contact at our client's New Jersey office.

Reporting to the Client Relations Manager, this highly visible position is responsible for delivering an exceptional experience for employees, clients, candidates, visitors, and executive leaders while supporting daily workplace operations.

The ideal candidate brings a strong background in corporate reception, executive hospitality, concierge services, or office administration, with excellent communication skills, professionalism, and the ability to anticipate and respond to workplace needs.

Essential Duties & Responsibilities

Reception & Visitor Experience

• Welcome employees, clients, candidates, vendors, and visitors with professionalism and hospitality.
• Manage visitor registration, badging, host notifications, and check-in procedures.
• Answer and direct incoming calls and inquiries.
• Maintain organized, professional, and business-ready reception areas.
• Maintain accurate visitor records while protecting confidential information.

Executive & VIP Hospitality

• Provide high-touch hospitality support for executives, VIP guests, clients, and interview candidates.
• Coordinate executive arrivals, refreshments, meeting readiness, and guest accommodations.
• Anticipate visitor needs and provide proactive, discreet assistance.
• Support leadership meetings, executive visits, and special events.
• Maintain a polished and professional presence when interacting with senior leadership.

Workplace Administration & Coordination

• Serve as the primary contact for workplace support requests and employee inquiries.
• Submit and monitor service requests for facilities, maintenance, furniture, and equipment.
• Maintain office directories, seating records, and workplace documentation.
• Prepare monthly occupancy and workspace utilization reports.
• Distribute workplace announcements and operational communications.
• Support employee onboarding, orientation, and workspace readiness.

Meeting & Event Support

• Coordinate incoming meeting, interview, training, executive visit, and event requests.
• Gather requirements for room setups, attendee counts, visitor access, catering, and hospitality.
• Partner with the Office Services Team to support meeting and event execution.
• Coordinate conference room, training room, and special event space reservations.
• Assist with meeting readiness, refreshments, supplies, and hospitality arrangements.
• Monitor conference room conditions and escalate issues as needed.

Inventory & Supply Management

• Monitor office supplies, pantry inventory, beverages, snacks, and meeting supplies.
• Order approved supplies and workplace consumables.
• Identify replenishment needs and coordinate with appropriate teams.
• Verify deliveries and maintain accurate inventory records.
• Support cost-conscious purchasing and inventory practices.

Safety & Security

• Follow established visitor management, access-control, and security procedures.
• Support emergency preparedness and workplace safety initiatives.
• Maintain visitor logs and related security documentation.
• Report safety concerns, incidents, and security issues promptly.

Required Qualifications

• High school diploma or equivalent; additional education preferred.
• Minimum 3 years of experience in corporate reception, executive hospitality, concierge services, office administration, executive support, or a comparable customer-facing position.
• Ability to lift or move 40 lbs. or greater
• Ability to walk, bend, kneel, stand or sit for an extended period of time
• Experience supporting executives, senior leaders, clients, VIP guests, or interview candidates.
• Exceptional customer service, interpersonal, and relationship-building skills.
• Strong verbal and written communication skills.
• Professional demeanor and executive presence.
• Strong organizational, multitasking, time management, and problem-solving abilities.
• Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to handle sensitive and confidential information with discretion.
• Ability to work independently while collaborating effectively with workplace teams.

Preferred Qualifications

• Education or training in Hospitality, Communications, Customer Experience, or a related discipline.
• Experience in a corporate headquarters or professional office environment.
• Experience coordinating executive visits, interviews, meetings, and employee events.
• Familiarity with visitor management systems, conference room booking platforms, and workplace service ticketing systems.
• Background in luxury hospitality, corporate concierge services, or executive support.
• Bilingual communication skills.

Performance Expectations

Success in this position includes:

• Delivering an exceptional first impression and consistent hospitality experience.
• Maintaining professional, organized, and welcoming reception and guest areas.
• Supporting accurate and timely meeting, event, and executive visit coordination.
• Providing responsive customer service to employees and business partners.
• Maintaining accurate visitor, occupancy, inventory, and workplace records.
• Proactively identifying workplace needs and coordinating solutions.
• Building effective relationships with the Office Serv

Compensation

The compensation range for this role is $26.00 to $26.52 USD per hour. Actual compensation within that range will be dependent upon the individual's location, 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.