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Front Desk Associate
2 months ago
We are a dynamic recruiting firm dedicated to connecting top talent with leading companies across various industries. Our team is passionate about delivering exceptional service and building long-lasting relationships with our clients and candidates.
Job OverviewThe Front Desk Associate at Polz Staffing will serve as the first point of contact for all clients, candidates, and visitors. This role involves managing the reception area, providing excellent customer service, and supporting various administrative functions to ensure smooth office operations.
Key Responsibilities- Reception Management:
- Greet and welcome clients, candidates, and visitors to the office, ensuring a positive first impression.
- Manage the front desk area, keeping it tidy, organized, and professional at all times.
- Answer phone calls and direct them to the appropriate staff members.
- Provide information and assistance to visitors, clients, and candidates regarding Polz Staffing's services and processes.
- Customer Service:
- Deliver exceptional customer service by addressing inquiries and concerns promptly and courteously.
- Assist candidates with the application process, including providing information on job openings, directing them to online resources, and answering general questions.
- Resolve or escalate client and candidate concerns to the appropriate department for resolution.
- Maintain a friendly and professional demeanor in all interactions, reflecting positively on the Polz Staffing brand.
- Administrative Support:
- Manage and distribute incoming and outgoing mail, packages, and deliveries.
- Coordinate with courier services for special shipments and urgent deliveries.
- Assist with scheduling interviews, meetings, and conference rooms for staff and clients.
- Prepare and manage correspondence, reports, and other documents as required.
- Support the recruitment team with administrative tasks, including data entry, filing, and maintaining candidate records.
- Candidate Management:
- Oversee the candidate check-in process, ensuring all necessary documentation is completed and submitted.
- Manage the candidate waiting area, ensuring it is comfortable and welcoming.
- Communicate with recruiters to ensure candidates are seen promptly and that interviews run smoothly.
- Maintain an organized system for tracking candidate appointments and interview schedules.
- Office Coordination:
- Monitor and maintain office supplies, placing orders as necessary to ensure staff have the resources they need.
- Coordinate with facility management to address any maintenance or repair needs within the office.
- Assist in organizing company events, meetings, and training sessions, including setting up rooms and preparing materials.
- Support the onboarding process for new employees, including preparing workspaces and providing initial orientation.
- Communication:
- Serve as the main point of contact for internal and external communications related to front desk activities.
- Relay messages accurately and promptly to staff members, ensuring no communication breakdowns.
- Keep staff informed of any changes to schedules, procedures, or visitor policies.
- Collaborate with the marketing team to update company directories, signage, and other informational materials.
Qualifications:
- High school diploma or equivalent; additional certification in Office Administration or related field is a plus.
- Proven experience as a Front Desk Associate, Receptionist, or in a similar customer-facing role, preferably in a staffing or recruiting environment.
- Excellent verbal and written communication skills, with a strong command of the English language.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with applicant tracking systems (ATS) is an advantage.
- Strong organizational and multitasking abilities, with a keen eye for detail.
- Professional appearance and demeanor, with a focus on providing exceptional customer service.
- Ability to handle sensitive information with discretion and maintain confidentiality.
- Ability to work independently and as part of a team in a fast-paced environment.
- Familiarity with the recruitment or staffing industry is an advantage but not required.
