Community Ambassador-Guest Services

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 a Community Ambassador/Hospitality role, you will be responsible for creating a warm and inclusive environment, providing exceptional customer service to visitors and residents alike. Ensuring the seamless planning, execution, and follow-up of various meetings and events within our community. Your passion for building strong connections and your impeccable organizational skills will be key in fostering a thriving and engaged community. This role reports to the Lead Office Services Associate or the Client Relations Manager.

Essential Job Functions:

Community Ambassador
• Greet and extend courteous assistance to visitors, residents, and community members, exhibiting a professional and approachable demeanor.
• Engage in purposeful interactions, actively listening to individual needs, and providing comprehensive information about community amenities, events, and services.
• Cultivate positive relationships, demonstrating genuine care and interest in community members' well-being, thus fostering a sense of belonging and unity.

Reception & Front Desk Operations
• Exemplify efficiency and organization in managing the front desk area, always maintaining an immaculate and professional appearance.
• Skillfully handle incoming calls, promptly routing them to the appropriate personnel or taking detailed messages when necessary, ensuring seamless communication within our organization.
• Facilitate the orderly receipt and distribution of mail and packages, ensuring timely and accurate delivery to the intended recipients.

Meeting Coordination
• Demonstrate adept scheduling and coordination of meetings and events, collaboratively working with diverse teams to secure optimal participant availability and essential resources.
• Oversee meticulous meeting logistics, including venue arrangements, audiovisual setup, and catering services as required, ensuring flawless execution.
• Prepare comprehensive meeting materials, encompassing agendas, presentations, and relevant documentation, to equip participants adequately.

Technical Support
• Provide proficient technical support for virtual meetings, ensuring the seamless operation of video conferencing, audio connectivity, and screen sharing functionalities.
• Swiftly troubleshoot and resolve any technical challenges that arise during meetings, assuring minimal disruption to productive proceedings.
• Remain abreast of the latest advancements in video conferencing technologies, proactively seeking opportunities to enhance meeting experiences.

Event Coordination
• Collaborate effectively with the event planning team, orchestrating the planning and coordination of community events, workshops, and social gatherings to enrich our community experiences.
• Methodically manage event logistics, encompassing venue arrangements, guest invitations, RSVPs, and meticulous setup, ensuring a harmonious ambiance for all attendees.
• Offer onsite support during events, ensuring smooth operations and resolving any unforeseen issues with prompt efficiency.

Communication & Community Engagement
• Serve as a proactive intermediary among various departments, proficiently gathering and disseminating vital information for community updates and announcements.
• Employ a diverse range of communication channels to effectively distribute community-related information, engaging community members and fostering informed participation.
• Initiate meaningful interactions with community members to ascertain their preferences, needs, and feedback, thus facilitating continuous improvement initiatives.
• Collaborate synergistically with team members to introduce innovative engagement initiatives, promoting inclusivity and a strong sense of belonging within the community.

Training
• Actively participate in training programs, including the utilization of the Cornerstone platform, to enhance your knowledge and skills in the role of a community Ambassador/Reception & Meeting Coordinator

Position Requirements/Experience/ Education:
• High school diploma or equivalent, college degree preferred 
• Minimum 1 year of experience
• Ability to understand client inquiries and provide effective responses
• Experience in using Microsoft Office products and applications
• Understands the importance of delivering added value to clients
• Team player who can keep a positive attitude, motivate peers, and build relationships
• Ability to maintain confidentiality and security of any client information
• Displays a pleasant and cheerful disposition at all times

Competencies: 
• Client first mentality 
• Demonstrates accuracy and attention to detail
• Detail orientated with the ability to multitask and work in a fast-paced high energy environment where priorities are constantly changing
• Solid decision-making skills within the scope of the position
• Ability to meet deadlines and work under pressure 
• Good verbal and written communication skills
• Ability to use technology 
• Prioritizing, flexibility, adaptability

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.