Bilingual Corporate Receptionist/Office Admin.

About us

iCare Health Services LLC is a healthcare company providing quality life-enhancing services to individuals and families in the State of Arizona since 2016. iCHS offers a unique combination of premier services such as day programs, behavioral health services, residential services, employment services, specialized habilitation services, and home and community-based social services to Arizona residents. Our programs and support empower adults and children with intellectual and developmental disabilities—as well as adults with mental health challenges. Partnering with them are their caregivers, professionals, and families to help them learn, grow, and thrive in the communities that they live in.

JOB SUMMARY:

The Corporate Office Administrative Receptionist is the first point of contact for visitors, clients, and team members, embodying professionalism and excellent customer service. This role involves managing the front desk, answering inquiries, coordinating office activities, and providing administrative support to ensure smooth operations within a corporate environment.

Key Responsibilities

Front Desk Operations

• Greeting visitors, clients, and staff in a friendly and professional manner.
• Answer and direct phone calls to the appropriate departments or individuals.
• Manage visitor check-ins, issue visitor badges, and ensure compliance with office security protocols.
• Ensure company brochures are updated and available in the reception area.
• Maintain a clean, organized, and professional reception area.

Administrative Support

• Assist with scheduling meetings, maintaining conference room calendars, and coordinating meeting logistics.
• Help translate English to Spanish and via versa.
• Provide administrative support, including filing, photocopying, and data entry.
• Oversee the day-to-day administrative functions of the office, including managing emails, and coordinating communication between staff, directors, and executives.
• Handle incoming and outgoing mail, courier services, and deliveries including distributing materials to staff and members.
• Maintain office supplies inventory and place orders as needed.
• Help organize staff training sessions, meetings, program activities, outings, and special events, including preparing materials and coordinating logistics.
• Support recruitment efforts by coordinating job postings, scheduling interviews, etc.

Customer Service Excellence

• Serve as the primary point of contact for visitors, families, staff, and external service providers, answering inquiries and providing information about our programs.
• Address inquiries from visitors and employees with accurate information and a helpful attitude.
• Provide assistance to employees and executives with administrative tasks as requested.
• Act as a liaison between departments to facilitate communication and resolve issues.

Office Coordination

• Ensure the reception area and common spaces are clean, organized, and welcoming.
• Assist with onboarding new employees by providing access badges and an office tour.
• Coordinate travel arrangements or accommodations for visiting executives or clients.

Data Entry and Record Keeping

• Maintain visitor logs and records in compliance with office security policies.
• Update contact lists, directories, and office calendars regularly.
• Assist in creating and maintaining spreadsheets or databases for administrative projects.

Event Coordination

• Support planning and execution of office events, such as employee appreciation days, meetings, or corporate celebrations.
• Coordinate catering, setup, and cleanup for events or meetings.

Office Supplies and Inventory

• Monitor and maintain office supplies, ensuring that the front desk and office areas are adequately stocked.
• Coordinate with the program manager to order supplies as needed.

Safety and Security

• Follow all safety protocols, ensuring that the front desk and reception area are secure and that visitors are signed in and identified appropriately.
• Assist with emergency procedures, including directing visitors and participants during fire drills or other safety events.
• Report any safety concerns or incidents to the appropriate staff member or supervisor.

Qualifications

Education: High school diploma required; an associate’s degree or relevant certification is preferred.

Experience:

• 1-3 years of experience as a receptionist, administrative assistant, or customer service role.
• Experience in a corporate environment is a plus.
• Bilingual (Spanish and English)

Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to details.

Core Competencies

• Professionalism: Maintain a polished and professional demeanor as the face of the company.
• Multitasking: Effectively manage multiple tasks and responsibilities in a fast-paced environment.
• Problem-Solving: Address visitor and staff concerns quickly and efficiently.
• Adaptability: Remain flexible and positive when handling unexpected situations.
• Customer Service Orientation: Provide excellent service to all visitors, clients, and employees.

Work Environment

• On-Site Role: Requires daily presence at the corporate office.
• Team-Oriented: Collaborates closely with administrative staff, executives, and HR.
• Fast-Paced: Involves frequent interruptions and shifting priorities.

Salary Range and Benefits

• Compensation: $17 - $19, depending on experience and location.
• Benefits: Health insurance, retirement plan, and paid time off. Opportunities for professional development and advancement within the company.

This position is ideal for someone who thrives in a dynamic corporate environment, enjoys engaging with people, and excels in administrative tasks.

You can check us out at www.icarehealthllc.org

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Salary : $17 - $19