Receptionist & HR Assistant - Islandia

Receptionist & HR Assistant - Islandia

Islandia, NY, USA

Requisition Number

15535

Location

Corporate Human Resources-00103

Job Description

SUMMARY

The Receptionist & HR Assistant serves as the primary point of contact for employees, guests, vendors, and internal partners, ensuring a professional and welcoming front-desk experience. This role supports smooth corporate office operations by managing inbound communications, greeting and directing visitors, and providing high-quality administrative assistance to both the Front Desk and Human Resources teams. The Receptionist & HR Assistant is highly organized, dependable, and service-oriented, with strong communication skills and the ability to manage multiple tasks in a fast-paced environment. Through consistent follow-through, attention to detail, and exceptional customer service, the Receptionist & HR Assistant helps maintain an efficient, polished, and supportive corporate office environment.

ESSENTIAL FUNCTIONS, RESPONSIBILITIES, AND DUTIES

Front Desk Operations

• Greet and direct visitors, vendors, and team members in a professional and courteous manner.

• Answer, screen, and route incoming calls; respond to general inquiries; direct inquiries to the appropriate team members; and manage the HR and front desk inboxes for timely follow-up.

• Serve as a point of contact for employees and candidates, providing accurate information and directing inquiries appropriately.

• Maintain visitor logs, issue security badges, and ensure the reception and front-office areas remain clean, organized, and welcoming.

• Receive, sort, and distribute mail and packages.

Office & Facilities Support

• Prepare outgoing shipments and create FedEx shipping labels; coordinate all FedEx and courier pickups.

• Order and maintain office supplies; support facility- and maintenance-related requests.

• Assist in scheduling interviews, meetings, and onboarding sessions as needed.

• Coordinate catering orders for meetings, trainings, and corporate events.

• Support corporate event logistics.

HR Administrative Support

• Provide general administrative support to the HR team and other departments as requested.

• File, scan, and maintain HR documentation, including onboarding forms, personnel records, and compliance files.

• Prepare employment verification letters and process unemployment claims in collaboration with HR partners.

• Coordinate flower orders for employee recognition, milestones, and events.

• Support the maintenance and upkeep of the Virtual Manager platform for the HR department, including updates, content management, and troubleshooting, as well as other ad-hoc administrative and operational needs.

• Contribute to a positive and inclusive workplace culture through professionalism, responsiveness, and a strong customer-service approach.

ID Badges & Access Management

• Create and distribute ID badges for new hires and replacement needs (lost/broken).

• Produce plastic photo ID badges for General Managers and District Managers.

• Coordinate with IT to initiate and maintain building access badges for Corporate employees, ensuring appropriate access permissions.

• Maintain a master spreadsheet of all issued badge numbers and assigned employees.

• Upload and organize employee headshots in the shared Marketing graphics drive.

Special Projects

• Performs additional duties and work on special projects as assigned.

• Assist with departmental initiatives, audits, communication campaigns, and office-wide projects.

• Provide consistent administrative support to HR, Training, and Corporate Leadership as needed.

Payrate: $20 per hour

Requirements

REQUIRED QUALIFICATIONS AND COMPETENCIES

Education

• High school diploma or GED required.

• Bachelor’s degree in business, Human Resources, or related field preferred.

Experience

• 1–2 years of experience in reception, administrative support, customer service, or HR support preferred.

• Experience in a corporate office or HR environment a plus.

Technical Skills

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel).

• Ability to learn HRIS systems, phone system functions, and visitor management tools.

• Experience with FedEx/UPS shipping platforms preferred.

Competencies

• Communication: Clear, professional, welcoming, and confident in person and on the phone.

• Customer Service: Demonstrates warmth, patience, and attentiveness in every interaction.

• Organization: Highly detail-oriented with strong administrative accuracy.

• Confidentiality: Handles sensitive information with absolute discretion.

• Dependability: Consistently reliable and punctual for AM shift operations.

• Adaptability: Able to shift priorities quickly in a dynamic environment.

• Professionalism: Maintains a polished, calm, and solutions-oriented demeanor.

Work Schedule

Monday-Friday, 8AM-4PM

Supervisor

Joseph M Taranto

Salary Target

$20