Front Desk Receptionist (Bilingual)

North County Lifeline • Vista, CA

22h • Onsite

About The Position

The Front Desk Receptionist (Bilingual) serves as the first point of contact for clients, visitors, and staff, ensuring a welcoming, professional, and efficient front office experience. This role provides administrative and operational support to the organization by managing front desk activities, coordinating communications, and assisting with client intake and referrals. The position requires strong customer service skills, cultural competency, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• High school diploma or equivalent required
• Minimum of 2 years of administrative or customer service experience (or equivalent)
• Bilingual in English and Spanish (Required)
• HIPAA training (Preferred)
• Strong verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to manage multiple tasks and prioritize effectively
• Strong organizational skills and attention to detail
• Ability to remain calm and professional in high-stress situations
• Basic proficiency in Microsoft Office (Word, Excel, Outlook)
• Cultural competency and trauma-informed approach to service delivery
• Problem-solving and sound decision-making
• Adaptability and flexibility in a dynamic work environment
• Collaboration and teamwork
• Professionalism and ethical conduct
• Deliver timely, accurate, and courteous customer service
• Maintain organized and efficient front desk operations
• Ensure compliance with confidentiality and organizational policies
• Demonstrate reliability, punctuality, and consistent attendance
• Effectively manage workload and meet deadlines

Nice To Haves

• HIPAA training

Responsibilities

• Greet, assist, and direct clients, visitors, and staff in a professional and culturally responsive manner
• Answer and manage multi-line phone systems; route calls appropriately and take accurate messages
• Provide timely, accurate information and referrals to clients and community members
• Maintain a safe, organized, and welcoming reception and waiting area
• Monitor visitor flow and client conduct in public areas
• Assist with scheduling appointments, conducting reminder calls, and notifying staff of client arrivals
• Support intake processes by maintaining and distributing program materials and forms
• Assess walk-in clients' and non-clients' needs and direct them to appropriate internal programs or external resources
• Provide interpretation and translation support for Spanish-speaking clients (verbal and written)
• Maintain confidentiality and ensure compliance with privacy and HIPAA standards
• Open and close the facility in accordance with established procedures
• Manage incoming and outgoing mail, postage, and interoffice distribution
• Operate and troubleshoot office equipment (phones, copiers, fax machines, printers)
• Maintain inventory of office and program supplies; order and restock as needed
• Coordinate deliveries, verify packing slips, and resolve discrepancies
• Maintain organized records of supply orders and administrative documentation
• Serve as a point of contact for facilities-related requests and communicate with Facilities staff as needed
• Support building safety protocols, including visitor access and emergency procedures
• Perform responsibilities associated with designated safety roles (e.g., Safety Captain), as assigned
• Act as a central communication hub between clients, staff, and departments
• Coordinate reception coverage and support team operations for planned absences
• Maintain regular communication with internal teams regarding front office operations
• Participate in staff meetings, training sessions, and supervision sessions as needed
• Complete required reports (e.g., postage, copier usage) accurately and on time
• Track and maintain records related to front desk operations and supply usage
• Ensure all public-facing materials (brochures, forms, signage) are current and compliant
• Maintain cleanliness and organization of reception, meeting spaces, and common areas
• Follow all organizational policies and procedures, including crisis intervention protocols
• Demonstrate professionalism, reliability, and strong time management skills
• Perform other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED