HR Assistant & Receptionist - Islandia at Whitsons Culinary Group

Town of Islip, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Mar, 26

Salary

20.0

Posted On

10 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Customer Service, Organization, Confidentiality, Dependability, Adaptability, Professionalism, Microsoft Office Suite, HRIS Systems, Reception, Administrative Support, Attention to Detail, Time Management, Event Coordination, Mail Management, Office Supplies Management

Industry

Food Production

Description

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 Qualifications REQUIRED QUALIFICATIONS AND COMPETENCIES Education * High school diploma or GED required. * Bachelor’s degree in business, Human Resources, or related field preferred. Experience * 1–2 years of experience in reception, administrative support, customer service, or HR support preferred. * Experience in a corporate office or HR environment a plus. Technical Skills * Proficiency in Microsoft Office Suite (Outlook, Word, Excel). * Ability to learn HRIS systems, phone system functions, and visitor management tools. * Experience with FedEx/UPS shipping platforms preferred. Competencies * Communication: Clear, professional, welcoming, and confident in person and on the phone. * Customer Service: Demonstrates warmth, patience, and attentiveness in every interaction. * Organization: Highly detail-oriented with strong administrative accuracy. * Confidentiality: Handles sensitive information with absolute discretion. * Dependability: Consistently reliable and punctual for AM shift operations. * Adaptability: Able to shift priorities quickly in a dynamic environment. * Professionalism: Maintains a polished, calm, and solutions-oriented demeanor.

Responsibilities

The HR Assistant & Receptionist is responsible for managing front desk operations, greeting visitors, and providing administrative support to the HR team. This role ensures a professional and welcoming environment while handling communications and office logistics.