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 Receptionist serves as the first point of contact for employees, clients, visitors, and vendors, delivering an exceptional hospitality experience while ensuring the efficient operation of office facilities and workplace services. This role combines front-desk concierge responsibilities, office administration, facilities coordination, real estate support, and employee onboarding services. The ideal candidate is highly organized, service-oriented, professional, and capable of managing multiple priorities in a fast-paced financial services environment.
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Provide onsite coverage of the reception desk during business hours.
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Professionally answer, screen, and direct incoming telephone calls.
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Welcome clients, visitors, and guests in a courteous, professional, and hospitable manner.
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Maintain visitor schedules, guest office reservations, desk assignments, and conference room calendars.
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Prepare conference rooms and meeting spaces prior to guest arrivals.
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Coordinate meeting logistics, including catering, room setup, and hospitality services.
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Manage visitor registration processes and communicate seating and access information.
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Maintain and update reception procedures, visitor manuals, and office protocols.
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Deliver exceptional customer service while maintaining confidentiality and professionalism.
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Monitor the overall appearance, cleanliness, and functionality of the office environment.
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Serve as a primary point of contact for facilities vendors and building management.
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Coordinate maintenance requests, repairs, and facility-related services.
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Support Environmental Health & Safety (EH&S) compliance initiatives and site requirements.
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Maintain preventative maintenance schedules for office equipment and appliances, including coffee machines, water dispensers, refrigerators, and dishwashers.
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Ensure office supplies, kitchen inventory, and restroom stock are maintained and replenished.
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Manage vendor deliveries, package receipt, and distribution.
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Act as the local liaison for Corporate Real Estate and Workplace Services.
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Provide onsite support and oversight for office operations and facilities-related initiatives.
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Coordinate with building management regarding utilities, services, maintenance, and operational concerns.
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Assist with office space planning, occupancy management, and workplace optimization.
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Support move, add, and change requests for employees and teams.
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Manage office seating assignments and floor plans using workplace management systems such as OfficeSpace and WISP.
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Maintain accurate seating charts and occupancy records.
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Develop and present seating scenarios to accommodate growth and changing business needs.
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Coordinate seating assignments for new hires, transfers, visitors, and temporary staff.
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Facilitate employee moves and workplace transitions while minimizing business disruption.
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Communicate effectively with stakeholders to identify practical and diplomatic seating solutions.
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Coordinate business shipping, mail, courier, and package distribution services.
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Arrange domestic and international shipments through approved carriers.
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Track, organize, and submit accounts payable invoices for approval.
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Manage relationships with office service providers and vendors.
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Monitor vendor performance and ensure service expectations are met.
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Support onboarding activities for new employees, including workstation setup and office readiness.
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Activate and deactivate employee access credentials and identification cards.
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Coordinate workplace logistics for new hires and visiting employees.
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Partner with internal departments and other office locations on operational initiatives and special projects.
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Assist with employee engagement activities, office events, and business functions.
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Serve as an active member of the Corporate Services team.
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Collaborate with global and regional teams on firm-wide initiatives, workplace programs, and events.
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Participate in regular team meetings and contribute to continuous process improvement efforts.
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Communicate office updates, operational changes, and workplace initiatives to management and stakeholders.
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3+ years of experience in hospitality, concierge services, office administration, facilities coordination, workplace experience, or a related field.
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Experience working in a professional services, corporate, financial services, or investment management environment preferred.
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Strong customer service mindset with a commitment to delivering a best-in-class workplace experience.
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Excellent verbal and written communication skills.
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Strong interpersonal and relationship-building abilities.
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Demonstrated ability to manage multiple priorities and work independently.
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Exceptional organizational skills and attention to detail.
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Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
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Familiarity with access control systems such as Kastle preferred.
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Hospitality & Client Service Excellence
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Professionalism & Executive Presence
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Relationship Management
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Problem Solving & Critical Thinking
Pay rate: $24 -25 USD p/h - commensurate with qualifications and experience. Compensation is listed in USD for reference. Upon hiring, the salary/rate will be converted and paid in CAD based on the applicable exchange rate at the time of employment.
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.
