Receptionist & Administrative Assistant

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 isto provide modernizedtechnology platforms, elevatedtechnology support, and valuable insights, empowering our clients to excel in what they do best.

Job Description

Are you a customer-focused professional who thrives in a fast-paced, high-touch environment? Do you enjoy being the face of an organization while delivering exceptional service behind the scenes? We are seeking an energetic, polished, and service-driven Receptionist & Office Services Specialist to join our team supporting one of the nation's most prestigious law firms.

In this dynamic role, you will serve as the first point of contact for attorneys, clients, and visitors while helping ensure seamless day-to-day office operations. From creating exceptional first impressions to supporting hospitality, mail services, records management, and office services, you'll play a vital role in delivering an outstanding workplace experience.

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

Location: Palo Alto, CA

Pay: 26-28hr

What You'll Do

Be the Face of the Firm

• Deliver a warm, professional, and memorable welcome to clients and visitors
• Answer and direct incoming calls with confidence and professionalism
• Manage front desk operations and maintain an organized, welcoming reception area
• Serve as a trusted resource for guests, attorneys, and staff by providing timely assistance and information

Create Exceptional Workplace Experiences

• Coordinate conference rooms and meeting spaces to ensure a seamless experience for clients and guests
• Order and arrange catering and refreshments for meetings and special events
• Ensure common areas, kitchens, and hospitality spaces remain organized, stocked, and client-ready
• Anticipate client needs and respond with a proactive, "can-do" approach

Support Essential Office Services

• Process invoices
• Process expense reports
• Maintain accurate tracking of production requests, deliveries, and associated records
• Support filing, records management, retrieval, and database maintenance activities
• other administrative tasks/projects as needed.

Drive Operational Excellence

• Deliver high-quality service while meeting deadlines and service commitments
• Collaborate closely with attorneys, administrative professionals, and team members to support daily operations
• Maintain compliance with established procedures, best practices, and client service standards
• Demonstrate flexibility and adaptability to meet the changing needs of a busy legal environment

What We're Looking For

• High School Diploma or equivalent required
• At least 1 year of professional experience in reception, hospitality, office services, administrative support, or a customer-facing role
• Outstanding communication and interpersonal skills
• Strong attention to detail and organizational abilities
• Ability to multitask and prioritize in a fast-paced professional environment
• Professional demeanor with a commitment to delivering exceptional client service
• Positive attitude, strong work ethic, and willingness to learn new skills
• Experience in legal, corporate, hospitality, or professional services environments is a plus

Physical Requirements

• 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

Why You'll Love This Role

This is more than a reception position. It's an opportunity to become a key contributor within a premier law firm environment where professionalism, client service, and teamwork are highly valued. You'll gain exposure to multiple facets of office operations while building relationships with legal professionals and supporting an exceptional workplace experience every day.

If you take pride in delivering elevated "concierge style" customer service, enjoy variety in your workday, and thrive in a professional setting, we'd love to hear from you.

The Compensation range for this role is 26.00 to 28.00 USD per hour. 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)

#INDHP

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.