Receptionist

Summary:
Opensity Solutions is seeking a poised and professional Receptionist to support the executive floor for one of our prestigious financial services clients. This role serves as a key point of contact for the executive suite, ensuring every interaction with executives, clients, and guests reflects the highest standard of professionalism, hospitality, and discretion.

This position is ideal for someone who thrives in a fast-paced, professional environment, understands executive-level service, and takes pride in creating a welcoming and seamless experience for all visitors.

Responsibilities include, but are not limited to:

• Handle daily visitor registration through a guest registration system.
• Greet and welcome guests upon arrival, check them in, and direct them to the appropriate person, floor, or office.
• Coordinate, schedule, and maintain quality control for all meeting guests on the executive floor.
• Supervise the intake of VIP guests to ensure the highest level of service.
• Partner with service providers to ensure catering, event setup, service, and quality expectations are met.
• Conduct conference room and office-wide walkthroughs to ensure spaces are presentable and maintained to high standards.
• Submit maintenance, repair, and cleanliness requests and collaborate with Facilities to ensure completion.
• Serve as an expert user of the conference room booking platform (EMS), supporting internal clients and ensuring accuracy of information.
• Build and maintain positive internal and external relationships with clients, administrative staff, and service providers.
• Maintain documentation of standard operating procedures for Lobby and Executive Reception.
• Partner with internal teams to deliver a cohesive and high-quality office experience.
• Notify administrative staff of guest arrivals and respond to inquiries via phone, email, or in person.
• Coordinate daily operations with security, facilities, and administrative teams.
• Act as floor administrator for conference room booking systems, assisting with meeting logistics and troubleshooting system issues.
• Serve as an “expert in residence” for space optimization, staying informed on emerging technologies and enhancements.
• Track and report visitor, meeting, and event activity, analyze trends, and propose process improvements (e.g., EMS, Envoy).

Qualifications / Skills:

• 5+ years of experience in a customer service role within a professional corporate environment.
• Excellent interpersonal skills with the ability to manage sensitive situations with discretion and diplomacy.
• Motivated self-starter with a strong sense of urgency and accountability.
• Exceptional customer service mindset with the ability to anticipate needs.
• Strong organizational and multitasking skills, capable of prioritizing competing demands.
• Proven ability to meet deadlines and consistently follow through.
• Clear, professional written and verbal communication skills.
• Collaborative, positive, and team-oriented approach.
• High level of professionalism, discretion, and integrity.
• Sound judgment and effective problem-solving abilities.
• Proficiency with MS Office Suite and Box or SharePoint required.
• Experience with Concur, advanced Adobe tools, floorplan software, and EMS conference booking platforms strongly preferred.
• Calm, patient, and composed under pressure with a strong work ethic.
• Resourceful, adaptable, proactive, and solutions-oriented.

Opensity Solutions is an Equal Opportunity Employer.
We are committed to creating an inclusive workplace and consider all qualified applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws. Employment decisions are based on qualifications, merit, and business needs.