Remote Front Desk Specialist | Admin & Scheduling Pro

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

Job summary

Talentoma is hiring a Front Desk Specialist for a fully remote, home-based role in New Jersey. The position supports a contact-center setup using systems like Genesys and Google Calendar, handling inquiries, appointment requests, and messages while coordinating with department contacts and meeting hosts.

Expect a 40-hour weekly commitment with variable shifts. The role sits within the administrative support team, reporting to an administrative team lead, and requires strong organization,

Responsibilities

• Monitor the incoming phone queue and shared inbox, greet callers professionally, and identify whether each request concerns an appointment, general information, or a department contact.
• Check the staff directory and approved service information before answering routine questions, avoiding assumptions when information is unclear or a request falls outside front desk responsibilities.
• Capture accurate caller names, contact details, request summaries, and intended recipients in designated message logs, keeping entries concise and accessible to authorized colleagues.
• Review appointment availability, confirm the purpose and expected attendees, and organize bookings without creating overlapping commitments or sharing private calendar details.
• Send appointment confirmations, meeting links, and changes to participants, checking recipient details and making the next steps clear before closing the exchange.
• Prepare virtual meeting invitations using a video conferencing platform such as Zoom, checking host details, access links, and attendee instructions before distribution.
• Transfer calls to the appropriate department, explain the reason for the transfer, and take a complete message when the requested contact is unavailable.
• Follow up on unanswered messages and pending appointment requests, coordinating with department contacts when a response or confirmation is still needed.
• Escalate repeated contact failures, conflicting scheduling instructions, and sensitive inquiries to the administrative team lead, then record the direction received and resulting action.

Job description

Talentoma is hiring a Front Desk Specialist for a fully remote, home-based role in New Jersey. The position supports a contact-center setup using systems like Genesys and Google Calendar, handling inquiries, appointment requests, and messages while coordinating with department contacts and meeting hosts.

Expect a 40-hour weekly commitment with variable shifts. The role sits within the administrative support team, reporting to an administrative team lead, and requires strong organization,