HR Assistant & Receptionist - Islandia

SUMMARY

The HR Assistant & Receptionist 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 HR Assistant & Receptionist 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 HR Assistant & Receptionist 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