Hospitality and Administrative Support Specialist

Boston, MA, USA|Onsite

Job Overview

Employment Type

Part-time

Hourly

Compensation

Hourly

Range $18.58 - $23.23

Work Schedule

Flexible

Day Shifts

Weekend Shifts

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Annual bonus

flexible schedule

Professional development opportunities

inclusive work environment

Job Description

Opensity Solutions is a technology-enabled managed services organization dedicated to supporting leading law firms and professional services organizations. By integrating talented professionals, innovative technology, and comprehensive services, Opensity creates efficient and scalable environments where teams can excel in their work and grow their careers. The company's approach focuses on modernizing operational processes to foster productivity and professional development within the organizations it supports. The culture at Opensity emphasizes genuine belief in the mission and collaborative engagement, making it an enjoyable place to work.

Opensity is seeking a Hospitality and Administrative Support Specialist to join their team. This role is tailored for an individual who combines hospitality expertise with administrative proficiency. The specialist will provide elevated "concierge-style" hospitality support for firm events, meetings, and hospitality areas, ensuring a welcoming atmosphere for clients and visitors. Beyond hospitality, the role includes several administrative responsibilities such as assisting with printing, mail processing, and serving as a back-up receptionist. The working hours are from 7 am to 4 pm with requirements for occasional early mornings, evenings, and weekend events depending on client needs.

The ideal candidate will have excellent communication skills, strong organizational abilities, and the capacity to manage multiple tasks simultaneously. Proficiency with Microsoft Office Suite and familiarity with Event Management Systems are key for success in this position. Candidates are expected to demonstrate patience, tact, and diplomacy in their interactions while maintaining a high level of professionalism. Physical demands include the ability to lift or move packages up to 40 lbs and the capacity to be on one’s feet for extended periods. This position offers compensation ranging from $18.58 to $23.23 per hour, with eligibility for an annual bonus based on location, experience, and qualifications. Joining Opensity means becoming part of an inclusive and diverse team that upholds equal employment opportunity policies and supports affirmative action initiatives.

Job Requirements

High school diploma or equivalent
Previous experience in hospitality or administrative support preferred
Proficiency in Microsoft Office Suite
Ability to operate office machinery such as phones and copy machines
Strong communication skills
Ability to manage multiple tasks and prioritize
Must be able to lift or move items weighing up to 40 lbs
Flexibility to work occasional evenings, early mornings, and weekends
Strong organizational skills
Ability to work independently with minimal supervision
Physical ability to walk, bend, kneel, stand or sit for long periods

Job Qualifications

High school diploma or equivalent
Excellent communication and people skills
Ability to function with a high level of patience, tact, and diplomacy in handling complaints and/or situations
Manual dexterity required for operating office machinery such as phone, copy machines, binding equipment
Understanding of Event Management Systems such as Maptician, EMS
Able to speak clearly so listeners understand
Demonstrate excellent organizational skills, communication skills, and critical thinking skills
Strong initiative required
ability to work independently with minimal direct supervision
Strong organizational and multitasking abilities
Proficiency in Microsoft Office Suite including Word, Excel, Outlook
Previous experience in hospitality or administrative support is preferred
Must be flexible to adjust schedule to manage client events including occasional evening, early morning, and weekend events
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 extended periods

Job Duties

Greet and welcome guests in a warm and friendly manner
Provide excellent client elevated concierge-style hospitality support to all end-users at the site
Assist with event planning and coordination
Coordinate between off-site catering vendors and client event hosts
Manage room set-ups and break-down and table/chair configurations
Ensure professional presentation of catered food, beverages, and flatware
Ensure the hospitality area is clean, organized, and well-stocked
Provide exceptional customer service to clients and visitors
Compile, collect, and report all data necessary to provide the client with monthly management reports
Serve as a back-up to the primary receptionist
Answer and direct phone calls in a professional manner
Manage the reception area during the primary receptionist's absence
Assist with copying, scanning, and printing documents
Ensure that all copies are accurate and of high quality
Maintain and organize digital and physical copies of important documents
Ensure devices are operating efficiently
Place service calls as needed
Sort and distribute incoming mail and packages
Prepare and send outgoing mail and packages
Maintain accurate records of all incoming and outgoing mail
Maintain inventory of hospitality supplies and ensure timely replenishment
Place orders for new supplies as needed
Ensure that all supplies are stored properly and are easily accessible
Complete facilities requests as received
Hang pictures
Clean general areas as needed
Complete other tasks as assigned