Remote Front Desk Associate - Appointment & Inbox Coordinator

Talentoma; New Jersey; Remote; USD 39,000 - 50,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Stipends

Job summary

Talentoma is seeking a Front Desk Associate to be the welcoming first point of contact, supporting the administrative team remotely from New Jersey. The role handles calls, emails, and calendar coordination with Genesys and Calendly, contributing to smooth day-to-day operations.

The position requires a 40-hour weekly commitment, fully remote work from home, and reliable equipment and internet. Training and regular check-ins ensure accurate message routing and excellent customer service.

Qualifications

• High school diploma or equivalent.
• No experience required; related reception, virtual front desk, or administrative support experience preferred, including experience gained through volunteer activities.
• Familiarity with professional telephone greetings, message taking, caller transfers, and courteous handling of people seeking assistance.
• Basic understanding of appointment calendars, availability checks, confirmation messages, and accurate updates when plans change.
• Willingness to learn a contact-center phone system such as Genesys and a scheduling and calendar tool such as Calendly.
• Clear verbal and written communication, careful listening, and the ability to summarize requests without omitting important details.
• Ability to organize incoming requests, check information before sharing it, and recognize when a team lead's guidance is needed.
• Access to a reliable computer, high-speed internet, and a quiet private workspace; availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work from home, with desk-based responsibilities focused on calls, messages, and appointment coordination.
• Structured onboarding and training using example systems, including a contact-center phone system such as Genesys and a scheduling and calendar tool such as Calendly.
• Regular check-ins with the administrative team lead to review questions, discuss work quality, and support steady progress.
• Opportunities to build telephone reception, calendar coordination, message accuracy, and administrative support skills through everyday work.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.

Responsibilities

• Receive incoming calls through a contact-center phone system such as Genesys, greet callers professionally, and establish the reason for each inquiry.
• Monitor the shared front desk email inbox, identify appointment requests and general questions, and organize messages for timely attention.
• Verify contact names, callback information, intended recipients, and appointment details before routing inquiries or updating the team's appointment calendar.
• Answer routine questions using approved office information, including staff availability, contact channels, and the steps for requesting an appointment.
• Transfer calls to the appropriate staff member, explain the reason for the transfer, and take clear messages when recipients are unavailable.
• Arrange and update appointments using a scheduling and calendar tool such as Calendly, checking availability and preventing conflicting reservations.
• Send appointment confirmations and changes, review unanswered requests, and follow up when information is missing or arrangements remain unconfirmed.
• Maintain clear contact notes and message status updates so colleagues can understand completed actions and continue unresolved conversations without repetition.
• Escalate urgent messages, repeated contact difficulties, and scheduling conflicts to the administrative team lead, including relevant details and actions already taken.
• Review completed work for accurate routing, prompt turnaround, complete notes, and dependable follow-up, and hand over outstanding items before ending the shift.

Skills

Communication

Active listening

Organization

Attention to detail

Time management

Remote work

Problem solving

Education

High school diploma

Tools

Genesys

Calendly

Job description

Talentoma is seeking a Front Desk Associate to be the welcoming first point of contact, supporting the administrative team remotely from New Jersey. The role handles calls, emails, and calendar coordination with Genesys and Calendly, contributing to smooth day-to-day operations.

The position requires a 40-hour weekly commitment, fully remote work from home, and reliable equipment and internet. Training and regular check-ins ensure accurate message routing and excellent customer service.