Workplace Services Coordinator

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

Opensity Solutions is seeking a hospitality-focused Workplace Services Coordinator to support the daily workplace experience at our client's midtown New York office. This onsite position combines high-touch corporate hospitality, administrative and calendar coordination, meeting support, and hands-on workplace operations.

The ideal candidate will work independently, exercise sound judgment, anticipate needs, and follow requests through to resolution in a busy, high-visibility environment.

This position bridges traditional front-of-house service and workplace coordination. While it is not a full Office Manager role, it requires ownership of daily service delivery beyond reception alone.

Key Responsibilities

• Deliver an elevated, welcoming, and service-oriented experience for employees, visitors, vendors, and senior leaders. Manage guest arrivals, registration, badges, and visitor communications.
• Coordinate meeting and conference-room readiness, including room scheduling, calendar management, setups, refreshments, catering, guest lists, and last-minute changes.
• Provide administrative support, including maintaining calendars, coordinating appointments, preparing communications, updating trackers, and maintaining accurate records.
• Work with catering providers, vendors, building management, Facilities, IT, and security to ensure timely service and issue resolution.
• Check conference-room technology and audiovisual equipment for readiness. Troubleshoot routine issues and engage IT support when necessary.
• Monitor workplace conditions, office presentation, supplies, pantries, deliveries, and inventory. Anticipate replenishment and service needs.
• Track facilities and workplace service requests, vendor visits, building access, and outstanding issues through completion.
• Support onsite meetings, employee engagement activities, events, and executive visits, including hospitality and logistical coordination.
• Manage competing priorities, communicate updates, resolve routine issues independently, and escalate appropriately while maintaining service standards.
• Assist with office moves, seating arrangements, workplace communications, and other evolving onsite needs.
• Coordinate periodically with the East Brunswick, NJ team to support shared workplace standards and operational needs.

Required Qualifications

• Experience in corporate hospitality, workplace experience, executive reception, meeting services, or a comparable high-touch professional environment.
• Demonstrated administrative and calendar management experience, including scheduling meetings and coordinating changing priorities.
• Ability to independently manage daily operations, exercise sound judgment, resolve routine issues, and take ownership through completion.
• Experience supporting conference rooms, catering, events, guest registration, and meeting logistics.
• Strong written and verbal communication skills, with confidence interacting with employees, visitors, vendors, and senior leadership.
• Proficiency with Microsoft Outlook, Teams, Word, and Excel, with the ability to quickly learn visitor-management, room-booking, and service-ticketing platforms.
• Ability to remain composed, organized, and service-focused in a fast-paced environment with competing priorities.
• Reliability, discretion, attention to detail, and sound judgment regarding when to act independently or escalate concerns.

Preferred Qualifications

• Approximately 2-4 years of relevant experience in corporate hospitality, workplace coordination, administration, or office operations.
• Experience with visitor-management systems, conference-room scheduling platforms, facilities ticketing, or building-access systems.
• Experience supporting executive-level meetings, high-volume events, vendor coordination, and basic audiovisual troubleshooting.
• Additional office services or facilities experience that complements a strong hospitality and administrative background.

Work Requirements

• Full-time onsite presence, Monday-Friday, 7:30 AM-4:30 PM, with flexibility based on business needs.
• Ability to lift or move workplace supplies and meeting materials weighing up to approximately 40 pounds, with or without reasonable accommodation.
• Ability to provide onsite support at the East Brunswick, NJ office approximately 2-3 times per month, as business needs require.

The Compensation range for this role is 26.00 to 30.00 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 #LI-SS1

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.