Front Desk Receptionist

Henderson Group Recruiting; Bay Shore (NY); On-site; USD 22,000 - 32,000; Full time

Job summary

Henderson Group in Bay Shore, NY is seeking a Front Desk Receptionist to maintain front desk coverage, greet visitors, answer calls, manage emails, and support recruitment activities.

You will assist with HHAexchange mobile ID setup, provide Viventium ESS support, handle mail and packages, coordinate with HR and Staffing, and help protect confidential information while delivering professional, reliable service.

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

• Maintain front desk coverage and greet visitors professionally.
• Answer calls, direct to departments, and take messages.
• Monitor and respond to emails in a timely manner.
• Assist walk-in applicants and aides by directing them to Recruitment.
• Collect recruitment documents and forward to Recruitment.
• Assist with HHAexchange mobile ID setup and verify data.
• Provide basic Viventium ESS support and follow up as needed.
• Handle mail, scanning, distribution, and package management.
• Maintain office security and closing procedures.

Skills

Spanish-speaking ability

Computer literacy

Strong communication

Organization

Multitasking

Punctuality

Confidentiality handling

Attention to detail

Professional demeanor

Education

High school diploma or equivalent

Tools

Microsoft Office

Viventium ESS

HHAexchange

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.