Front Desk & Recruitment Support Specialist

Essenti Talent; Bay Shore (NY); On-site; USD 38,000 - 46,000; Full time

Job summary

Essenti Talent is seeking a Front Desk Receptionist in New York to manage front desk coverage, greet visitors, assist walk-in applicants, and support recruitment, HHAexchange ID setup, and ESS access. You will coordinate mail, packages, and document distribution while maintaining confidentiality and professional conduct.

The role requires strong communication, organization, and multitasking skills, with emphasis on Spanish-speaking support and experience in a fast-paced office environment.

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

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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 agency policies.
• Perform other front desk and office support duties as assigned.

Skills

Receptionist experience

Spanish-speaking ability

Microsoft Office

Customer service

Education

High school diploma

Tools

HHAexchange

Viventium ESS

Job description

Essenti Talent is seeking a Front Desk Receptionist in New York to manage front desk coverage, greet visitors, assist walk-in applicants, and support recruitment, HHAexchange ID setup, and ESS access. You will coordinate mail, packages, and document distribution while maintaining confidentiality and professional conduct.

The role requires strong communication, organization, and multitasking skills, with emphasis on Spanish-speaking support and experience in a fast-paced office environment.