Legal Receptionist

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.

As a receptionist you will be the welcoming face and voice of our organization. As the first point of contact for clients, visitors, and employees, the Legal Receptionist plays a crucial role in creating a positive and professional impression. The ideal candidate will handle phone calls, greet guests, and assist with administrative tasks, ensuring smooth operations and exceptional customer service. This position offers an exciting opportunity to be part of a dynamic team and contribute to the overall success of our company through excellent communication and organizational skills. This role reports to the Lead Receptionist or the Client Relations Manager.

Roles & Responsibilities

Front Desk & Client Experience

• Welcome clients, visitors, vendors, and employees with warmth, professionalism, and courtesy.

• Answer, screen, and direct incoming telephone calls accurately and efficiently.

• Maintain a consistent in-person presence at the reception desk during core business hours.

• Create a positive first impression by providing exceptional customer service to all guests.

• Schedule visitors with the building's security.

• Issue guest badges for firm visitors.

• Serve as a resource for employees by answering questions or directing inquiries to the appropriate contacts.

• Follow security and emergency procedures while assisting with visitor access and office safety.

Meeting & Office Coordination

• Schedule and confirm conference room and visitor office reservations.

• Coordinate meeting logistics, including room setup and preparation.

• Monitor visitor offices and shared spaces to ensure supplies remain stocked and available.

• Communicate maintenance requests and facility concerns to the appropriate teams.

• Maintain the reception area to ensure it is clean, organized, and presentation ready.

• Coordinate meeting logistics, including room setup and preparation. 

• Monitor visiting offices and shared spaces to ensure supplies remain stocked and available. 

Administrative Support

• Prepare and distribute daily reports accurately and on time.

• Prepare weekly utilization and reservation reports.

Knowledge, Skills & Attributes

• Minimum of 5 years of experience in a receptionist, front desk, or administrative support role within a professional office environment; legal experience is preferred but not required.

• Exceptional customer service and interpersonal skills with a hospitality-first mindset.

• Strong organizational skills with the ability to manage multiple priorities independently.

• Excellent verbal and written communication skills.

• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

• Familiarity with conference room management software.

• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

• Professional appearance with a positive, dependable, and service-oriented attitude.

• Strong attention to detail and the ability to work effectively in a fast-paced environment.

Qualifications

• Passion for delivering exceptional customer service and creating a welcoming workplace experience.

• Reliable, punctual, and proactive with a strong work ethic.

• Excellent organizational and time management skills.

• Ability to multitask while adapting to changing priorities.

• Strong problem-solving skills and the ability to work independently.

• High school diploma or equivalent required; additional education is preferred.

Compensation

The compensation range for this role is up to $30.00 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.

Benefits

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.