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 Client Relations Manager, this position bears responsibility for maintaining a professional and efficient office environment.

Key Responsibilities

• Process incoming and outgoing mail, packages, and courier deliveries.
• Prepare and distribute legal documents, correspondence, and confidential materials.
• Operate and maintain copy, scanning, printing, and binding equipment.
• Provide document reproduction and finishing services, including assembling trial binders and client presentations.
• Set up, inspect, and reset conference rooms for meetings, depositions, and client events.
• Coordinate catering and beverage service for meetings as requested.
• Maintain office supply inventory and restock kitchens, conference rooms, and supply areas.
• Assist with records management, including filing, retrieval, storage, and destruction of confidential legal documents in accordance with firm policies.
• Support attorneys and staff with administrative requests and office service needs.
• Coordinate with building management for maintenance and service requests.
• Assist with office moves, workstation setups, and furniture rearrangements.
• Monitor and troubleshoot minor printer equipment issues.
• Maintain confidentiality of client information and firm records.
• Follow all firm policies regarding security, confidentiality, and records retention.
• Perform other duties as assigned.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 1–3 years of office services, administrative support, mailroom, hospitality, or facilities experience, preferably in a law firm or professional services environment.
• Experience handling confidential information with discretion.
• Familiarity with office equipment including copiers, scanners, postage machines, and binding equipment.
• Basic proficiency in Microsoft Office Suite (Word, Outlook, Excel).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Professional appearance and customer-service-oriented attitude.
• Ability to work independently and collaboratively as part of a team.

Preferred Qualifications

• Experience in a legal or corporate professional services environment.
• Knowledge of legal document handling and records management procedures.
• Experience supporting meetings, conferences, and client events.

Physical Requirements

• Ability to lift and carry up to 40 pounds.
• Ability to stand, walk, bend, and move throughout the office for extended periods.
• Ability to push mail carts and transport office supplies.
• Manual dexterity to operate office equipment.

The Compensation range for this role is up to 22.00 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.