Appointment Scheduling Receptionist

Hrstalentsolutions; City of Albany (NY); On-site; USD 61,606,000 - 70,202,000; Full time

Job summary

Hrstalentsolutions is seeking a full-time Appointment Scheduling Receptionist in Albany, NY. You will greet visitors, answer calls, check calendars, and accurately enter booking details to keep the schedule reliable.

The role emphasizes clear communication, reliability, and careful data entry, with the employer providing training on booking rules and software. A positive attitude and comfortable computer use are important for success.

Qualifications

• Customer service experience is helpful.
• Clear communication with visitors and callers.
• Accurate data entry of names, contacts, and bookings.

Responsibilities

• Greet visitors and notify the appropriate employee.
• Answer calls and identify appointment type.
• Check calendar before offering a time.
• Enter booking details accurately.
• Update changes and inform colleagues.
• Take clear messages for specialists when needed.
• Follow privacy procedures at the front desk.
• Keep unresolved issues visible for the next shift.

Skills

Customer service

Communication

Data entry

Attention to detail

Reliability

Punctuality

Privacy procedures

Job description

Appointment Scheduling Receptionist

Full-time · $21.50-$24.50 per hour

A booking affects more than the person who called. It reserves someone's time, may require preparation, and needs accurate contact details if anything changes. The Appointment Scheduling Receptionist helps keep that chain dependable while welcoming visitors and handling routine inquiries at the front desk.

Booking with care

You will check available times in the employer's system, confirm the type of appointment requested, and enter the details required by its process. Before finishing, repeat the date, time, and any approved arrival instructions. If the caller needs something that does not fit the standard schedule, take the relevant information and ask the person authorized to make an exception. You will also update cancellations and changes so staff are working from the same calendar.

The desk may receive visitors, deliveries, and phone calls while you are handling a booking. You should be able to acknowledge someone, finish a detail accurately, and return to the next person without losing the request. A short pending-items list can help when a colleague needs to call someone back or an appointment must be confirmed later.

Day-to-day work

• Greet scheduled visitors and notify the appropriate employee.
• Answer calls and identify the type of appointment or request.
• Check the calendar before offering a confirmed time.
• Enter names, contact information, and booking details accurately.
• Update changes and inform affected colleagues.
• Take a clear message when a specialist must answer a question.
• Follow the workplace's visitor and privacy procedures.
• Keep unresolved booking issues visible for the next desk shift.

You are not expected to decide service eligibility or give advice outside your role. If a caller asks a specialist question, explain how it will reach the right person. If a visitor's name is not on the schedule, check the information available and seek guidance rather than dismissing them or promising an appointment you cannot confirm.

Customer service experience and basic office administration skills are useful. Prior reception or appointment work is an advantage, but not required for someone with clear communication, reliable attendance, and careful data entry. The employer will teach its booking rules and software. You should be comfortable using a computer while speaking with someone and checking a detail before you save it.

When a caller needs to move an appointment, check the existing booking before creating another. A duplicate can hold a slot unnecessarily and confuse the employee preparing for the visit. If the available times do not meet the caller's needs, record the request and explain the approved next step. You may also help maintain a list of people waiting for an opening when the employer uses one; each contact should have accurate preferences and a clear status.

Before your desk coverage ends, review bookings that still need confirmation and messages that have not reached their owner. The next receptionist should see what has been done and what remains. That handoff matters particularly when visitors are scheduled early in the next shift.

The value of a clean calendar

An accurate appointment prevents wasted travel and helps coworkers prepare. A cancellation recorded promptly may free a useful opening for someone else. When you notice a mismatch between a caller's request and the available appointment type, ask a question before choosing a slot. This ordinary judgment makes the front desk service more reliable for both visitors and staff.

If a booking requires preparation by another team, make sure the request reaches them through the employer’s normal process. A calendar entry alone may not provide the equipment, documents, or information needed for the visit.