Front Desk Office Coordintor

Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.

Opensity Solutions is seeking a customer-focused and detail-oriented Senior Service Specialist to support the daily operations of a law firm. This position plays a key role in delivering exceptional front desk, office services, hospitality, and administrative support while ensuring a professional and welcoming experience for attorneys, staff, clients, and visitors.

Responsibilities include reception coverage, mail and package processing, copy/print/scan production, conference room, guest office (hoteling), hospitality support, administrative tasks, and other services outlined in Opensity Solutions' service agreement with the client.

Essential Responsibilities

• Serve as the primary point of contact at the front desk, providing exceptional customer service to attorneys, staff, clients, and visitors.

• Work closely with the client's staff to support reception, office services, hospitality, conference room operations, and hoteling.

• Answer and direct incoming telephone calls in a professional manner.

• Take accurate and complete messages for unavailable staff.

• Greet, announce, and assist visitors promptly and professionally.

• Maintain a clean, organized, and professional reception area and lobby.

• Coordinate the ordering, stocking, and organization of office and hospitality supplies.

• Receive, sort, scan, meter, and distribute incoming and outgoing U.S. mail and courier packages while maintaining knowledge of current postal regulations and rates.

• Follow established procedures for processing and tracking courier, messenger, FedEx, UPS, USPS, and other package deliveries.

• Accurately complete copy, print, scan, binding, and other document production requests according to written and verbal instructions.

• Perform basic mathematical calculations to accurately determine production volumes, labor time, and related tracking information.

• Maintain accurate records of production requests, chargebacks, overtime, logs, and other operational reporting.

• Perform general administrative duties, including submitting invoices, expense reports, purchase requests, and other administrative documentation as assigned.

• Assist with additional office operations and special projects as needed.

Qualifications

• High school diploma or GED required.

• Minimum of one (1) year of experience as a receptionist, office services, administrative support, or customer service role is preferred.

• Experience working in a professional services or law firm environment is preferred.

• Strong customer service, communication, and interpersonal skills.

• Professional appearance and demeanor with the ability to interact effectively with attorneys, clients, vendors, and employees.

• Excellent organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.

• Strong attention to detail and commitment to accuracy.

• Ability to handle confidential information with discretion.

• Ability to resolve issues with professionalism, patience, and diplomacy.

• Proficiency with Microsoft Office, including Word, Excel, and Outlook.

• Ability to lift, move, and transport office materials and packages as needed.

• Must be willing and able to obtain and maintain a Texas Notary Public commission and perform notarial services as part of the position.

• Schedule: Monday–Friday, 8:30 a.m. – 5:00 p.m. (1-hour lunch), 37.5 hours per week

Preferred Skills

• Experience operating office production equipment, including copiers, scanners, and postage systems.

• Experience supporting conference rooms, meetings, guest offices, and hospitality services.

• Ability to work independently while also collaborating effectively as part of a team.

The Compensation range for this role is up to 24.00 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.