Office Administrator at Opensity Solutions in USA-Greenwich-CT

Office Administrator

Location: USA-Greenwich-CT · Onsite

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

Job Description

As an Office Administrator, you will play a central role in maintaining a professional, efficient, and welcoming workplace for employees and guests.

This is a highly visible, onsite position requiring a proactive, service-oriented individual who can manage daily office operations, reception and guest services, conference-room readiness, facilities coordination, onboarding support, vendor relationships, and space planning.

Working closely with the Corporate Services team and Global Corporate Services, this role will help ensure the office operates seamlessly while delivering a consistent, elevated employee and guest experience.

Repsonsibilities

Office Administration & Workplace Operations

• Oversee daily office operations to ensure a safe, organized, efficient, and professional workplace environment.

• Provide reception coverage; professionally greet, register, and direct guests, while managing incoming calls, deliveries, and general office inquiries.

• Maintain conference rooms, meeting spaces, and common areas to ensure they are consistently presentation-ready and fully operational.

• Support the in-office meeting experience, including room readiness, guest arrival, catering setup, conference-space preparation, and escalation of A/V issues to the appropriate Technology partners.

• Coordinate daily mail, messenger, courier, shipping, and receiving services, including package tracking and timely distribution.

• Support internal and external guest management, including workspace reservations, visitor access, building access coordination, and meeting logistics.

• Organize, review, and track office invoices, purchase requests, and budget-related documentation in partnership with the Regional Manager and Corporate Services leadership.

• Maintain accurate office documentation and tracking tools, including seating plans, office capacity, contacts, vendor records, certificates of insurance, onboarding/offboarding activity, and facilities requests.

• Support onsite events, employee engagement initiatives, and business-hosted meetings as needed.

• Respond to day-to-day operational needs with sound judgment, urgency, discretion, and a consistently professional approach.

Facilities, Vendor & Space Management

• Serve as a primary onsite contact for building management, vendors, Security, Technology, and other internal partners on office-related matters.

• Monitor the condition, functionality, and presentation of office spaces, furniture, equipment, pantries, and common areas; identify issues proactively and coordinate resolution.

• Manage office-supply inventory, ordering, stocking, and organization to support daily business needs.

• Coordinate vendor access, service visits, repairs, preventive maintenance, and project work, ensuring work is completed safely and with minimal disruption to the business.

• Support workplace planning by maintaining seating information, floor plans, and capacity data; assist with desk moves, team relocations, and workspace changes.

• Help maintain office standards across all supported floors and spaces, ensuring consistent employee and guest experience.

• Support Fire and Life Safety and Health, Safety, and Environmental programs. Participate in the onsite Emergency Response Team as a fire warden and/or first aider, with training provided.

• Communicate office changes, maintenance activity, and operational updates clearly and promptly to affected employees and stakeholders.

Onboarding & Employee Experience

• Prepare workstations for new hires, including seating assignments, desk setup, supplies, and BAM-branded materials.

• Coordinate employee badge access activations and deactivations in partnership with Security and building management.

• Facilitate new-hire office tours and provide an introduction to workplace amenities, office protocols, and key resources.

• Capture and upload employee headshots and support required onboarding documentation, including I-9 verification where applicable.

• Assist with offboarding logistics, including badge deactivation, workspace turnover, and coordination with relevant internal teams.

• Help create a welcoming, responsive, and well-supported workplace experience for employees throughout their time at BAM.

Corporate Services Team Collaboration

• Partner closely with Corporate Services colleagues to prioritize requests, ensure consistent coverage, and deliver high-quality onsite support.

• Collaborate with Global Corporate Services on firmwide programs, operational standards, reporting, and process improvements.

• Participate actively in team meetings, training, projects, and cross-office initiatives.

• Build strong working relationships with employees and internal partners, connecting requests to the appropriate teams and following through to resolution.

Qualifications & Requirements

• 3–5 years of office administration, workplace operations, facilities, hospitality, or executive-support experience; financial-services experience is preferred.

• Experience supporting a fast-paced, high-volume office environment with multiple stakeholders and competing priorities.

• Excellent verbal and written communication skills, with a polished and professional presence.

• Strong organizational, multitasking, and project-management skills, with exceptional attention to detail.

• Ability to work independently, exercise sound judgment, and respond with urgency when priorities change.

• Demonstrated customer-service mindset and ability to build effective relationships across employees, vendors, and internal partners.

• Strong problem-solving, conflict-management, and follow-through skills.

• Proficiency in Microsoft Office; experience with workplace-management, ticketing, or budget-tracking systems is a plus.

• Flexibility to support occasional early-morning, evening, or event-related business needs.

• 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

The Compensation range for this role is 27.00 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)

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.