Halo Recruiting

Location:
Remote
Schedule:
Monday to Friday, 8:00 AM - 5:00 PM Central Time (US)
About the Opportunity
We are seeking a professional, personable, and highly organized
Virtual Front Desk Receptionist / Virtual Assistant
to support a well-established U.S.-based organization.
This role serves as the first point of contact for clients, visitors, and vendors through a virtual front desk system. The ideal candidate combines excellent customer service skills with strong administrative capabilities to ensure smooth daily operations and a welcoming, professional experience.
You will work remotely while supporting front desk operations, scheduling, communication, and general administrative needs.
Key Responsibilities
Virtual Front Desk &amp; Guest Management
<ul>
<li>Greet and assist visitors, clients, and vendors through virtual front desk technology.
</li>
<li>Remotely manage building access and provide instructions to visitors.
</li>
<li>Coordinate incoming deliveries and communicate with vendors.
</li>
<li>Maintain a professional and welcoming presence during working hours.
</li>
</ul>
Scheduling &amp; Calendar Management
<ul>
<li>Schedule, confirm, and coordinate internal and external meetings.
</li>
<li>Manage calendars, including changes, cancellations, and rescheduling.
</li>
<li>Coordinate meeting room reservations and availability.
</li>
<li>Assist with email correspondence and meeting coordination.
</li>
</ul>
Administrative Support
<ul>
<li>Arrange travel bookings and prepare expense reports.
</li>
<li>Order and track office supplies and catering requests.
</li>
<li>Coordinate courier services, shipping, and deliveries.
</li>
<li>Assist with maintenance requests and vendor coordination.
</li>
<li>Monitor shared inboxes, respond to inquiries, and route messages appropriately.
</li>
<li>Provide general administrative assistance as needed.
</li>
</ul>
Professional Representation
<ul>
<li>Maintain a polished, friendly, and professional approach in every interaction.
</li>
<li>Communicate effectively with internal teams, clients, and external stakeholders.
</li>
<li>Handle sensitive information with discretion and confidentiality.
</li>
</ul>
Qualifications &amp; Requirements
<ul>
<li>Previous experience in customer service, reception, virtual assistance, or administrative support.
</li>
<li>Excellent verbal and written English communication skills.
</li>
<li>Friendly, confident, and professional when interacting with clients and visitors.
</li>
<li>Experience with Microsoft Outlook, Teams, Zoom, Excel, and PowerPoint.
</li>
<li>Familiarity with virtual reception systems and video conferencing equipment is an advantage.
</li>
<li>Knowledge of Adobe, DocuSign, SharePoint, Concur, or Notion is a plus.
</li>
<li>Strong calendar management, email management, and organizational skills.
</li>
<li>Ability to multitask, prioritize responsibilities, and work independently.
</li>
<li>Reliable high-speed internet connection and a quiet, professional home workspace.
</li>
<li>Must be comfortable remaining on camera while attending to virtual front desk visitors.
</li>
<li>Availability to work Monday through Friday, 8:00 AM to 5:00 PM Central Time.
</li>
<li>Willingness to complete a background check and sign a confidentiality agreement.
</li>
</ul>
Ideal Candidate
<ul>
<li>Outgoing, approachable, and naturally welcoming.
</li>
<li>Detail-oriented, dependable, and proactive.
</li>
<li>Comfortable working in a fast-paced professional environment.
</li>
<li>Able to build rapport quickly with different personalities.
</li>
<li>Resourceful and capable of solving problems independently.
</li>
<li>Committed to providing excellent customer service.
</li>
</ul>
What We Offer
<ul>
<li>Competitive compensation based on experience.
</li>
<li>Fully remote working arrangement.
</li>
<li>Opportunity to work with an established U.S.-based organization.
</li>
<li>Collaborative and supportive professional environment.
</li>
<li>Opportunities to develop administrative and client service skills.
</li>
</ul>

Virtual Front Desk Receptionist / Virtual Assistant

Virtual Front Desk Receptionist / Virtual Assistant

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