Workplace Experience 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 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 an experienced, proactive, and highly professional Workplace Experience Coordinator to support daily workplace operations within a fast-paced financial services environment.

This is a hands-on, client-facing position requiring an individual who can independently coordinate office operations, anticipate workplace needs, manage service requests, and resolve operational issues while maintaining exceptional service standards.

The ideal candidate has experience in corporate workplace operations, office services, facilities coordination, or office management, preferably within financial services, legal services, or another professional corporate environment.

This individual must be comfortable supporting senior executives, coordinating vendors, managing mail and logistics, overseeing conference services, and maintaining a professional and efficient workplace with minimal supervision.

We are seeking a dependable, resourceful professional who demonstrates initiative, sound judgment, accountability, and consistent follow-through.

Job Duties and Responsibilities

Workplace Operations & Facilities Coordination

• Independently coordinate daily workplace operations, ensuring an organized, efficient, and professional office environment.
• Proactively identify workplace needs, anticipate operational challenges, and implement appropriate solutions.
• Maintain workplace standards across conference rooms, common areas, reception spaces, pantries, and office workstations.
• Identify and report furniture, equipment, and building systems requiring maintenance, repairs, or replacement.
• Submit, track, and follow up on facilities requests through internal systems, building management portals, and online service platforms.
• Coordinate with building management, facilities personnel, and external vendors to ensure timely resolution of workplace issues.
• Manage office supply ordering, pantry inventory, and restocking to support daily business operations.
• Assist with vendor coordination, service requests, expense documentation, and cost-center tracking.
• Maintain accurate records of operational requests, vendor activities, and workplace expenses.

Mail, Shipping & Logistics

• Coordinate the receipt, sorting, and distribution of incoming mail and packages.
• Prepare outgoing shipments using FedEx, courier services, and other approved shipping providers.
• Track incoming and outgoing deliveries, ensuring accurate and timely distribution.
• Coordinate package management, courier pickups, and time-sensitive deliveries.
• Maintain organized mail and package handling areas while following established workplace procedures.
• Exercise discretion when handling confidential or sensitive correspondence and materials.

Conference Services & Meeting Support

• Coordinate meeting room scheduling, conference room reservations, and visitor registration.
• Prepare conference rooms for meetings, presentations, and executive engagements.
• Arrange furniture, equipment, and meeting materials based on event requirements.
• Coordinate catering orders, food and beverage arrangements, and related hospitality services.
• Ensure meeting spaces are clean, organized, and ready for scheduled use.
• Monitor conference room readiness throughout the day and respond promptly to last-minute changes.
• Communicate with internal teams, vendors, and client stakeholders to ensure meetings run smoothly.

Executive, Employee & Visitor Support

• Provide exceptional customer service to senior executives, employees, clients, and visitors.
• Demonstrate confidence, professionalism, and sound judgment when interacting with executive-level stakeholders.
• Anticipate workplace needs and respond to operational requests with discretion, professionalism, and urgency.
• Provide reception and front-of-house coverage as needed, including greeting visitors and assisting with inquiries.
• Support visitor registration, meeting coordination, and general workplace hospitality.
• Maintain effective working relationships with client contacts, employees, building management, and external vendors.

Administrative Support & Reporting

• Prepare and submit weekly activity reports summarizing workplace services, operational requests, and completed activities.
• Track outstanding service requests, maintenance issues, and follow-up items through resolution.
• Maintain accurate records of mail activities, vendor services, supply orders, and workplace operations.
• Assist with cost-center tracking, expense documentation, and operational reporting.
• Utilize Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Navigate internal systems, online request forms, service platforms, and building management portals.
• Communicate operational updates, outstanding issues, and service priorities to management.
• Support additional administrative and workplace projects as assigned.

Security, Confidentiality & Compliance

• Follow established client security procedures, building access requirements, and workplace protocols.
• Maintain confidentiality when handling sensitive business information, correspondence, and operational documentation.
• Adhere to applicable financial services information barriers and client confidentiality requirements.
• Respect restricted-access areas and ensure visitors, vendors, and service providers follow appropriate access procedures.
• Report security concerns, unauthorized access, or potential confidentiality issues through established channels.
• Exercise sound judgment and discretion when supporting executives, employees, and visitors.

Knowledge, Skills & Attributes

• Strong sense of ownership and accountability for daily workplace operations.
• Proactive, self-directed approach with the ability to anticipate needs and take initiative.
• Excellent customer service and interpersonal communication skills.
• Confident and professional presence when interacting with senior executives, clients, and employees.
• Strong organizational and multitasking skills in a fast-paced corporate environment.
• Ability to independently prioritize competing demands and manage responsibilities with minimal supervision.
• Strong problem-solving abilities, sound judgment, and effective decision-making skills.
• Demonstrated reliability, consistency, and commitment to following through on responsibilities.
• Excellent attention to detail and commitment to maintaining workplace standards.
• Ability to coordinate multiple vendors, operational requests, and workplace activities.
• Understanding of confidentiality, security protocols, and professional workplace expectations.
• Proficiency in Microsoft Office Suite and general workplace technology.
• Adaptability, flexibility, and a collaborative approach to supporting business needs.

Qualifications

Education: High school diploma or equivalent required.

Experience: Minimum of 3 years of experience in corporate workplace operations, office services, workplace coordination, office management, facilities coordination, or administrative services.

Preferred Industry Experience: Financial services, investment banking, legal services, or another professional corporate environment.

Technical Skills: Proficiency in Microsoft Office Suite, scheduling systems, communication platforms, online service request systems, and general office technology.

Additional Experience Preferred:

• Experience independently coordinating day-to-day workplace operations.
• Experience managing vendors, building services, and facilities requests.
• Experience with mail distribution, FedEx shipping, courier coordination, and package management.
• Experience supporting conference services, meeting room scheduling, visitor registration, and catering coordination.
• Experience managing office supplies, pantry inventory, and workplace purchasing.
• Experience preparing activity reports, tracking operational requests, and maintaining accurate documentation.
• Experience supporting senior executives in a corporate environment.
• Familiarity with confidentiality requirements, restricted-access procedures, and workplace security protocols.

Physical Requirements

• Ability to lift or move 40 pounds or more.
• Ability to grasp, lift, or carry packages using a standard wheeled cart with a load capacity of 75 pounds.
• Ability to walk, bend, kneel, stand, or sit for extended periods as required.

Schedule

Monday through Friday, 7:00 AM–4:00 PM.

Flexibility to work approved overtime as business needs require.

Compensation

The compensation range for this position is $31.00–$35.00 per hour. Actual compensation within this range will depend on the individual's skills, experience, qualifications, and location.

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)

#INDHP

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.