Receptionist

About Opensity Solutions

Opensity Solutions is dedicated to delivering modern technology platforms, superior tech support, and actionable insights that empower clients to excel in their core activities.

Role Summary

The Receptionist serves as the initial contact point for employees, clients, visitors, and vendors, ensuring an exemplary hospitality experience while managing office operations and workplace services efficiently. This position blends front desk concierge duties, office administration, facilities coordination, real estate support, and employee onboarding. The ideal candidate is well-organized, professional, service-focused, and adept at juggling multiple priorities within a fast-paced financial services setting.

Key Responsibilities

• Staff the reception desk during operational hours to greet visitors and manage communications.
• Professionally answer and screen incoming telephone calls, directing them appropriately.
• Warmly welcome all clients, guests, and visitors, maintaining professionalism and courtesy.
• Handle visitor schedules, manage guest office reservations, assign desks, and maintain conference room calendars.
• Prepare meeting rooms before guest arrivals, coordinating logistics such as catering and setup.
• Manage visitor registration, seating arrangements, and access procedures flawlessly.
• Update and maintain reception-related procedures, visitor manuals, and office protocols.
• Maintain confidentiality while delivering outstanding customer service.
• Oversee office appearance, cleanliness, and functionality, liaising with facilities vendors and building management.
• Coordinate maintenance requests, repairs, and preventive maintenance of office equipment (coffee machines, water dispensers, refrigerators, dishwashers).
• Ensure office supplies, kitchen stocks, and restroom inventories are replenished timely.
• Manage incoming vendor deliveries, packages receipt, and distribution to respective recipients.
• Serve as the local representative for Corporate Real Estate and Workplace Services, supporting office operations and facility-related initiatives.
• Collaborate with building management on utilities, maintenance, and services concerns.
• Assist with office space planning, seat assignments, occupancy management, and workplace optimization using systems like OfficeSpace and WISP.
• Facilitate employee moves, seating changes, and workplace transitions while minimizing disruptions.
• Coordinate business mail, courier services, domestic and international shipments through approved carriers.
• Track, organize, and submit accounts payable invoices for approval, managing vendor relationships and monitoring performance.
• Support new employee onboarding including workstation setup, access credentials activation/deactivation, and office readiness.
• Engage in corporate services teamwork, collaborating on firm-wide initiatives, workplace programs, and events.

Qualifications and Experience

• Minimum of 3 years experience in hospitality, concierge, office administration, facilities, or workplace coordination roles.
• Experience within professional services, corporate, financial or investment management environments preferred.
• Customer service oriented with dedication to providing exceptional workplace experiences.
• Excellent verbal and written communication skills coupled with strong interpersonal abilities.
• Highly organized with keen attention to detail and capability to manage several priorities independently.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with access control systems, such as Kastle, is advantageous.

Core Competencies

• Customer service excellence and hospitality skills
• Professional demeanor and executive presence
• Relationship management and stakeholder communication
• Critical thinking and problem-solving

Compensation and Additional Information

The pay rate for this position ranges between 24 to 25 USD per hour, depending on qualifications and experience. Compensation will be disbursed in Canadian dollars based on the prevailing exchange rate at the time of hire.

Equal Opportunity Employer Statement

Opensity is committed to fostering a diverse and inclusive work environment without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic. Employment decisions are merit-based and account for business needs. Opensity also provides reasonable accommodations for disabilities, pregnancy-related conditions, and religious practices, and opposes retaliation against individuals raising equal opportunity concerns.