Staffing Service Receptionist

TopTalent Staffing is seeking a professional, organized, and customer-focused Receptionist to serve as the first point of contact for our clients, applicants, and visitors. This position plays a vital role in ensuring smooth day-to-day office operations while providing administrative support to the recruiting and operations teams.

In addition to front desk responsibilities, this position is responsible for assisting with the onboarding process for new hires, including completing employment paperwork, verifying employment eligibility, initiating background screenings, and maintaining accurate employee records. The ideal candidate is detail-oriented, enjoys working with people, and thrives in a fast-paced staffing environment.

Essential ResponsibilitiesFront Desk & Customer Service

• Greet visitors, applicants, and clients in a professional and friendly manner.
• Answer and direct incoming calls using a multi-line phone system.
• Respond to general inquiries via phone, email, and in person.
• Maintain a clean, organized, and welcoming reception area.
• Receive and distribute incoming mail and deliveries.

New Hire Onboarding

• Complete new hire onboarding paperwork with employees.
• Verify and complete Form I-9 documentation in compliance with federal requirements.
• Assist employees in completing federal and state tax forms (W-4 and other required employment documents).
• Initiate and monitor background screening requests.
• Ensure all onboarding documents are complete, accurate, and submitted timely.
• Maintain confidential employee personnel files in accordance with company policies.

Administrative Support

• Schedule interviews and appointments.
• Assist recruiters and staffing coordinators with administrative tasks.
• Maintain accurate employee and applicant records within the Applicant Tracking System (ATS).
• Perform data entry and document management.
• Prepare employment packets, reports, and correspondence.
• Coordinate calendars and meeting schedules.
• Maintain office supply inventory and place orders as needed.
• Assist with special projects and other administrative duties as assigned.

Office Support

• Assist with job fairs and hiring events.
• Support office organization and daily operational needs.
• Perform occasional errands, including picking up supplies or meals for meetings.

• High school diploma or equivalent required; Associate’s degree preferred.
• Minimum one year of receptionist, administrative assistant, customer service, or staffing office experience preferred.
• Strong customer service and interpersonal skills.
• Excellent verbal and written communication skills.
• Professional appearance and demeanor.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to learn Applicant Tracking Systems (ATS) and onboarding software.
• Experience completing employment paperwork is preferred but not required.
• Bilingual (English/Spanish) strongly preferred.

Skills & Competencies

• Excellent organizational skills
• Strong multitasking abilities
• Time management
• Customer-focused mindset
• Ability to prioritize competing tasks
• Detail-oriented
• Professional communication skills
• Ability to work independently and collaboratively

Travel Requirements

• Occasional travel (approximately once per month) to support the Winter Garden office.
• Participation in job fairs and hiring events as needed.
• Occasional errands for office operations.

Physical Demands & Work Environment

• Ability to sit for extended periods while working at a computer.
• Frequent use of telephone and office equipment.
• Ability to occasionally lift up to 15 pounds.
• Office environment with frequent interaction with applicants and clients.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Pay: $16.00 - $18.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance