Front Desk Receptionist

Joseph Michaels International; Bay Shore (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

Joseph Michaels International is seeking a Front Desk Receptionist in New York Bay Shore to maintain office coverage, manage front desk operations, and support recruitment and staffing activities.

The role includes assisting with HHAexchange mobile ID setup, basic Viventium ESS support, handling mail and packages, and ensuring security at closing. Portuguese Spanish language support is helpful and confidentiality is essential.

Qualifications

• High school diploma or equivalent preferred.
• Previous receptionist or customer service experience preferred.
• Spanish-speaking ability strongly preferred.
• Basic computer skills, including Microsoft Office and email.
• Familiarity with HHAexchange and Viventium ESS is a plus.
• Strong communication, organization, and multitasking skills.
• Professional demeanor, punctuality, reliability, and attention to detail.
• Ability to handle confidential information appropriately.

Responsibilities

• Front Desk and Phone Coverage: Greet visitors, answer calls, direct messages, monitor emails, assist Spanish-speaking callers, maintain reception area, ensure desk is covered.
• Walk-In Recruitment and Document Collection: direct applicants to Recruitment, collect and forward documents, identify missing items, notify on arrival, maintain confidentiality.
• HHAexchange Mobile ID Setup: assist with mobile ID setup, verify data, guide users, escalate issues, assist with access.
• Staffing Support: contact aides about shifts, relay availability, document outcomes, assist with Spanish calls, escalate staffing gaps.
• Viventium ESS Support: follow up on ESS setup, provide basic access help, track progress, refer issues.
• Mail/Scanning/Distribution: manage mail flow, scan and email docs, prepare outgoing mail, route to departments, protect confidentials.
• Package Management: receive and distribute packages, notify recipients, report issues.
• Office Closing/Security: complete end-of-day closing, secure documents, ensure access control, report concerns.
• General Responsibilities: maintain records, communicate across teams, protect confidential information, perform additional front desk duties.

Skills

Spanish speaking

Microsoft Office

Communication

Organization

Multitasking

Confidential information handling

Education

High school diploma or equivalent

Tools

HHAexchange

Viventium ESS

Job description

Position Summary

The Front Desk Receptionist is responsible for maintaining front desk coverage, assisting walk-in applicants and aides, supporting recruitment and staffing activities, assisting with HHAexchange mobile ID setup, providing basic Viventium ESS support, managing mail and packages, and ensuring the office is properly secured at closing.

Key Responsibilities

1. Front Desk and Phone Coverage

• Greet visitors, applicants, and employees professionally.
• Answer incoming calls, direct calls to the appropriate departments, and take messages.
• Monitor and respond to emails in a timely manner.
• Assist with Spanish-speaking callers as needed.
• Maintain an organized and professional reception area.
• Ensure the front desk remains covered during business hours.

2. Walk-In Recruitment and Document Collection

• Assist walk-in applicants and home health aides by directing them to the appropriate Recruitment team member.
• Collect recruitment documents and ensure they are organized and forwarded to Recruitment.
• Identify missing documents and communicate outstanding requirements to applicants.
• Notify the appropriate team member when applicants arrive.
• Maintain confidentiality when handling employee and applicant information.

3. HHAexchange Mobile ID Setup

• Assist home health aides with setting up their mobile ID in HHAexchange.
• Verify that the aide’s information is entered correctly.
• Guide aides through the mobile ID setup process.
• Follow up on setup issues and refer technical problems to the appropriate department.
• Provide assistance with accessing the mobile ID as needed.

4. Staffing Support

• Contact aides regarding open shifts, case coverage, and availability as directed by the Staffing team.
• Communicate staffing needs and relay aides’ responses to the appropriate coordinator.
• Document call outcomes and follow-up needs as instructed.
• Assist with Spanish-speaking calls when needed.
• Escalate urgent staffing gaps to the appropriate team member.

5. Viventium ESS Support

• Follow up with employees regarding Viventium Employee Self-Service (ESS) setup.
• Provide basic assistance with accessing ESS and completing setup steps.
• Track employees who have not completed setup and notify the appropriate department.
• Refer technical issues or access problems to the appropriate contact.

6. Mail, Scanning, and Document Distribution

• Receive, sort, and distribute incoming mail.
• Scan documents and email them to the appropriate recipients promptly.
• Prepare outgoing mail as needed.
• Ensure documents are routed to the correct department.
• Handle confidential correspondence appropriately.

7. Package Management

• Receive and account for incoming packages.
• Notify the appropriate staff members when packages arrive.
• Distribute packages to the intended recipients.
• Report missing, damaged, or incorrectly delivered packages.

8. Office Closing and Security

• Complete front desk closing responsibilities at the end of the business day.
• Ensure mail and packages have been appropriately distributed or secured.
• Secure confidential documents and maintain an orderly reception area.
• Follow established procedures for securing the office, equipment, and access points.
• Report any security concerns or unresolved issues to management.

9. General Responsibilities

• Maintain organized records and accurate documentation related to assigned duties.
• Communicate effectively with Recruitment, Staffing, HR, Intake, and other departments.
• Protect confidential employee, applicant, and patient information in accordance with agencypolicies.
• Perform other front desk and office support duties as assigned.

Qualifications

• High school diploma or equivalent preferred.
• Previous receptionist or customer service experience preferred.
• Spanish-speaking ability strongly preferred.
• Basic computer skills, including Microsoft Office and email.
• Familiarity with HHAexchange and Viventium ESS is a plus.
• Strong communication, organization, and multitasking skills.
• Professional demeanor, punctuality, reliability, and attention to detail.
• Ability to handle confidential information appropriately.

Performance Expectations

The Front Desk Receptionist is expected to maintain professional front desk coverage, handle calls and emails promptly, assist walk-in applicants, collect and route recruitment documents, support HHAexchange mobile ID setup, assist with Viventium ESS, provide staffing support, manage mail and packages, and complete office closing responsibilities consistently and accurately.