Front Desk Specialist

Monthly Pay: $3,508 - $4,502 USD per month

Summary:

Working in a contact-center phone system such as Genesys and a scheduling and calendar such as Google Calendar, the Front Desk Specialist keeps the virtual front desk organized and responsive. This position handles incoming inquiries, appointment requests, and messages so callers reach the right person without unnecessary delays. The role sits within the administrative support team, works under an administrative team lead, and coordinates with department contacts and meeting hosts.

This is a fully remote, desk-based position offering work from home in New Jersey, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

• Monitor the incoming phone queue and shared inbox, greet callers professionally, and identify whether each request concerns an appointment, general information, or a department contact.
• Check the staff directory and approved service information before answering routine questions, avoiding assumptions when information is unclear or a request falls outside front desk responsibilities.
• Capture accurate caller names, contact details, request summaries, and intended recipients in designated message logs, keeping entries concise and accessible to authorized colleagues.
• Review appointment availability, confirm the purpose and expected attendees, and organize bookings without creating overlapping commitments or sharing private calendar details.
• Send appointment confirmations, meeting links, and changes to participants, checking recipient details and making the next steps clear before closing the exchange.
• Prepare virtual meeting invitations using a video conferencing platform such as Zoom, checking host details, access links, and attendee instructions before distribution.
• Transfer calls to the appropriate department, explain the reason for the transfer, and take a complete message when the requested contact is unavailable.
• Follow up on unanswered messages and pending appointment requests, coordinating with department contacts when a response or confirmation is still needed.
• Escalate repeated contact failures, conflicting scheduling instructions, and sensitive inquiries to the administrative team lead, then record the direction received and resulting action.