Front Desk Associate

The Front Desk Receptionist is responsible for creating a welcoming and professional first impression for guests,
visitors, and employees. This position manages front desk activities, receives and distributes packages and mail,
and ensures incoming documents are properly scanned, organized, and uploaded to the appropriate digital
drives.
Essential Functions
● Greet and welcome guests, visitors, clients, and vendors in a friendly and professional manner.
● Answer, screen, and direct incoming phone calls and messages as appropriate.
● Receive, sort, and distribute incoming mail, packages, and deliveries.
● Open and process company mail according to established procedures.
● Review documents and determine the appropriate department, folder, or digital drive for filing.
● Scan incoming mail and documents clearly and accurately.
● Upload scanned documents to the correct shared drives, folders, or electronic filing systems.
● Ensure digital documents are properly named, organized, and stored for easy retrieval.
● Maintain confidentiality when handling sensitive mail, documents, and company information.
● Notify appropriate employees or departments when important mail, packages, or documents are received.
● Maintain an organized, clean, and professional reception area.
● Assist employees and visitors with general questions and requests.
● Maintain accurate records of packages, deliveries, and other incoming items as needed.
● Coordinate with office staff to ensure mail and document-processing procedures are followed consistently.
● Perform other administrative and front-desk duties as assigned.
 

Qualifications
● Previous receptionist, front desk, administrative, or office experience preferred.
● Strong customer service and communication skills.
● Professional, friendly, and welcoming demeanor.
● Strong attention to detail and organizational skills.
● Ability to handle confidential information appropriately.
● Basic computer skills and familiarity with email, scanning equipment, shared drives, and
document-management systems.
● Ability to accurately follow filing, scanning, naming, and document-upload procedures.
● Ability to prioritize tasks and work independently in a busy office environment.
 

HIPAA Privacy & Confidentiality Requirements
The Front Desk Receptionist will have access to confidential information, both written and oral, in the
course of his/her employment and job responsibilities. In order to maintain the integrity of Protected Health
Information (PHI), this information is not to be disclosed to any unauthorized individuals as outlined in the
Policies and Procedures of HRMD.
 

Supervisory Responsibility
This position has no supervisory responsibilities.
 

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment
such as computers, phones, photocopiers, filing cabinets and fax machines.
 

Physical Demands
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job and include (but are not limited to):
While performing the duties of this job, the employee is regularly required to talk or hear. The employee
occasionally is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
This is a largely sedentary role; however, some filing may be required. This would require the ability to lift
files, open filing cabinets and bend or stand on a stool as necessary.
 

Travel
This position requires no travel.
 

Educational and Experience Requirements
● High school diploma or equivalent
● 1 year of customer service experience required
● Excellent customer service and telephone etiquette skills
● Must have experience with Microsoft Office, data entry and navigating multiple screens
● Must be able to type a minimum of 30 WPM
● Experience with EMR preferred
● Experience working in a Healthcare environment is preferred
 

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or
responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at
any time with or without notice.

Compensation
$15 - $17/hour, depending on experience

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