Receptionist

We are seeking a Receptionist to provide front desk support to all employees, clients, visitors, and stakeholders. As the first point of contact, the Receptionist will greet and direct guests appropriately, notify staff of arrivals, and ensure that all interactions reflect the agency’s commitment to exceptional service. The ideal candidate will be organized, professional, and possess excellent communication skills both in person and over the phone. They will collaborate closely with security to maintain a safe, welcoming, and efficient front desk environment. 

Primary Responsibilities and Essential Functions of Position:

• Provide front desk coverage for the first-floor reception area.  
• Greet all visitors, clients and staff warmly and professionally creating a positive first impression for the organization. 
• Answer, screen, and route incoming phone calls to the appropriate person.
• Provide accurate information regarding programs and services and answer inquiries from clients and visitors.
• Use positive approaches when handling difficult clients and situations.  
• Remain flexible, sensitive and responsive to cultural differences of the programs, clients and staff.
• Schedule conference rooms via WorxHub for staff.
• Coordinate with staff regarding appointments, meetings, and deliveries. 
• Sort and distribute incoming agency mail & deliveries to the correct staff and departments and inform staff of deliveries via phone or email and ensure that outgoing mail is disbursed to the appropriate boxes.
• Maintain cleanliness and organization of the reception area.
• Monitor and enforce visitor sign-in procedures and building security protocols. 
• Perform diligent searches on clients for the staff and the legal department.
• Handle sensitive and confidential information with discretion.
• Perform light administrative duties such as filing, data entry, and document preparation.
• When necessary, assist with the coordination and execution of special events, such as holiday gift giving, holiday parties for the children in care and staff functions. 
• Support various departments with administrative tasks as needed.

• Associate's degree preferred.
• High School diploma required.
• Certification in Office Management is a plus.
• Prior customer service experience or customer facing environment with friendly demeanor is a plus.
• Demonstrates exceptional organizational abilities and a keen attention to detail.
• Demonstrates excellent written and verbal communication abilities.
• Ability to be resourceful, a problem-solver, and proactive when issues arise.
• Demonstrated ability to manage multiple priorities simultaneously, exhibiting strong time management and organizational skills.
• Basic computer proficiency, including familiarity with Microsoft Office applications, email platforms, and multi-line phone systems.
• Proficient in operating office equipment, including fax machines, printers, and copiers.
• Notary or willingness to learn Notary a plus.

Benefits

At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: 

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org.  

About Heartshare

Who WE ARE:

For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.

To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook

HeartShare Human Services of New York | Homepage

HeartShare Human Services of New York nurtures and empowers children and adults with intellectual and developmental disabilities.