Front Desk Associate

This is a remote position.

About Polz Staffing:

Polz Staffing is a dynamic recruiting firm dedicated to connecting top talent with leading companies across various industries. We pride ourselves on our ability to match skilled professionals with organizations that value their expertise. As we continue to grow we are seeking a professional and personable Front Desk Associate to be the welcoming face of our firm ensuring that all visitors clients and candidates have a positive experience from the moment they enter our office.

Position Overview:

The 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. The ideal candidate is a friendly organized and efficient professional who can handle a variety of tasks while maintaining a warm and welcoming atmosphere.

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 screen and direct incoming phone calls 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 checkin 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.
    

Requirements

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 customerfacing 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 fastpaced environment.
  
• Familiarity with the recruitment or staffing industry is an advantage but not required.
  

Benefits

Benefits:

• Competitive salary and performancebased bonuses.
  
• Comprehensive health dental and vision insurance.
  
• Retirement savings plan with company match.
  
• Paid time off and holidays.
  
• Opportunities for professional development and career advancement.
  
• A supportive and collaborative work environment.
  
• Employee discounts on company services.