[Hiring] Front Desk Representative @Talentoma

Role Description

Accurate answers, timely routing, and complete messages define good work in this front desk role. The Front Desk Representative provides a welcoming first point of contact for callers and people requesting general office information online. The position sits within the administrative support team and works under an administrative team lead. It works with customers, scheduled appointment attendees, and internal staff to connect inquiries with the right person and keep virtual appointments organized. This is a fully remote, desk-based work from home position in New York, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

• Receive incoming calls through a Contact-center phone system such as RingCentral, greet callers professionally, and establish the reason for each inquiry.
• Review shared inbox inquiries, identify the requested staff member or service, and organize responses according to established priority guidance.
• Confirm caller names, contact details, and message accuracy before entering concise interaction notes in a CRM such as Salesforce.
• Answer routine questions about office contact channels, virtual appointment procedures, and service availability using approved reference information rather than assumptions.
• Transfer calls to the appropriate staff member, explain the reason for the handoff, and take clear messages when someone is unavailable.
• Arrange virtual appointments using a Scheduling and calendar such as Microsoft Outlook, checking participant availability and confirming meeting details before sending invitations.
• Communicate appointment changes promptly, update calendar entries, and notify affected staff so everyone has the same current information.
• Follow up on unanswered messages and pending appointment confirmations, recording each contact attempt and the next action needed.
• Escalate unclear requests, repeated routing problems, or concerns outside approved guidance to the administrative team lead with relevant context.
• Maintain shift handoff notes identifying unresolved inquiries and responsible contacts; quality is judged by accuracy, turnaround, complete notes, and consistent follow-up.

Qualifications

• High school diploma or equivalent.
• No experience required; related front desk, reception, or administrative support experience preferred, including experience gained through volunteering or school activities.
• Familiarity with remote reception practices, message taking, internal directories, and the difference between answering a routine question and referring it onward.
• Ability to learn phone queues, shared inbox routines, contact information entry, and calendar invitations through guided practice and written instructions.
• Clear spoken and written communication, with a courteous telephone manner and the ability to summarize requests without changing their meaning.
• Careful checking of names, appointment details, and contact information, with discretion when handling private conversations and internal contact information.
• A reliable computer, high-speed internet, and a quiet private workspace suitable for handling calls and administrative tasks without interruptions.
• Availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Benefits

• Fully remote work from home in a desk-based administrative role.
• Structured onboarding and training on a Contact-center phone system such as RingCentral, a CRM such as Salesforce, and a Scheduling and calendar such as Microsoft Outlook.
• Regular check-ins with the administrative team lead to review questions, discuss feedback, and reinforce clear service standards.
• Opportunities to build remote reception, appointment coordination, accurate message taking, and professional communication skills through daily work.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.