Receptionist / Site Assistant

Project Hospitality•Staten Island, NY

24d•Onsite

About The Position

The Receptionist / Site Assistant is the primary point of contact for clients, visitors, and vendors at the site, providing front-line client engagement and administrative support. The role helps maintain a safe, organized, and welcoming environment by managing on-site traffic, enforcing facility rules, and guiding people to services across the agency’s continuum of care. The site offers food programming, including community meals and a soup kitchen, a benefits Help Center, and housing and support services. The client population includes people with mental health and substance use diagnoses, medical needs, and other physical disabilities. Fluency in English and Spanish is required to help clients access services. The position also provides administrative and logistical support, including processing invoices and check requisitions, tracking vendor work and maintenance, coordinating supplies, supporting site events, and maintaining visitor and delivery records. In collaboration with program staff, the role provides basic needs assessments, guidance, referrals, and low-threshold assistance to a specific client cohort.

Requirements

Fluency in English and Spanish.
High school diploma, GED, or equivalent.
Verbal and written communication skills to interact professionally with diverse client populations, vendors, and providers.
Proficiency with Microsoft Office Suite, Google tools, and standard database and data-entry programs.
Strong organizational abilities.
Ability to oversee a high-activity site.

Responsibilities

Manage client flow to maintain a safe, welcoming, and orderly site.
Enforce site rules, agency regulations, and professional standards, including ensuring private spaces are accessed only with approval.
Direct clients to appropriate departments, staff members, or services and inform relevant staff or programs of client presence.
Gate-keep access to office spaces.
Provide bilingual assistance to Spanish-speaking clients.
De-escalate conflicts or client frustrations using a compassionate, trauma-informed approach before escalating to supervisors.
Process program invoices and prepare check requisitions for timely submission and payment.
Support the Site Coordinator in tracking vendor services and monitoring facility maintenance work.
Help ensure adequate supplies for offices, cleaning, and other activities; coordinate supply orders with program approval and collaboration.
Coordinate with programs on site events and assist with event management, setup, and administrative projects.
Maintain records, including visitor logs and vendor and delivery tracking lists.
Collaborate with programs and managers to support smooth site operations and obtain supervisory intervention when needed for client safety.
Assist a specific cohort of clients by conducting needs assessments and providing direct guidance, referrals, or low-threshold assistance.
Provide basic referrals to internal Project Hospitality programs or external community partners in collaboration with on-site program staff.
Translate basic resource materials or explain referral processes to Spanish-speaking individuals.