Advertise IT is a marketing firm that specializes in providing comprehensive results to all our clients. Our mission is to assist and support our clients' advertising and marketing campaigns by using various platforms to promote their products and services. Our goal is to provide our customers with successful methods and superb techniques that will exceed their expectations which will ultimately enhance their sales and foster their growth. The five segments of Advertise IT are Graphic Design, Printing Materials, Commercial Signs, Vehicle Wrapping & Lettering and Digital Marketing It is our vision to be recognized as a prestigious and pertinent company when it comes to the quality of our products and our exceptional customer service. What we value the most is that we work one on one with our customers to be accessible to their needs. In addition, we work as a team to stimulate innovation and inclusiveness. We pride ourselves in working towards being the best as well as building connections within our community and local businesses in the NJ/NY/PA area
Job Title: Remote Front Office Receptionist
Department: Administration / Virtual Services
Reports To: Office Manager / Administrative Supervisor
Position Type: Full-Time / Part-Time (Remote)
Location: Remote – USA
The Remote Front Office Receptionist serves as the virtual face and voice of the company, providing professional front-desk support via phone, email, video, and live chat. This role manages all inbound communications, schedules appointments, handles administrative tasks, and ensures a seamless client or customer experience—entirely from a remote setting. The ideal candidate is tech-savvy, personable, self-motivated, and able to multitask in a fast-paced digital environment.
Key Responsibilities:
Virtual Reception & Client Services
- Greet clients, customers, or patients virtually via phone, email, or video platforms.
- Serve as the first point of contact for incoming inquiries, delivering professional and courteous service.
- Maintain a virtual reception area via platforms such as Zoom, Microsoft Teams, or VoIP systems.
Call Management
- Answer, screen, and route incoming phone calls using a cloud-based phone system (e.g., RingCentral, Grasshopper, Zoom Phone).
- Take accurate messages, follow up, and ensure timely communication with internal staff and clients.
- Manage high call volumes and prioritize urgent requests.
Scheduling & Calendar Management
- Schedule appointments, meetings, or consultations using shared calendars (Google Calendar, Outlook, Calendly, etc.).
- Send confirmations, reminders, and follow-ups.
- Coordinate time zones and calendar availability across teams or departments.
Administrative Support
- Perform light data entry, maintain digital records, and assist with client intake forms or customer databases (e.g., CRM, EMR, or scheduling software).
- Process incoming emails, online inquiries, and chat messages.
- Assist with document preparation, digital filing, and communication support.
Mail & Messaging Management
- Monitor and manage company email inboxes or shared digital communication channels.
- Route messages to the appropriate department and ensure timely responses.
- Notify management of escalated issues or urgent needs.
Qualifications:
Required:
- High school diploma or GED.
- 1–2 years of receptionist, customer service, or administrative experience.
- Excellent verbal and written communication skills.
- Comfortable using cloud-based tools, VoIP systems, and productivity platforms.
- Quiet, distraction-free home office with reliable high-speed internet.
- Strong time management and ability to work independently.
Preferred:
- Experience in a remote work environment or virtual call center.
- Familiarity with scheduling platforms, CRM systems, or virtual receptionist software.
- Bilingual (e.g., English/Spanish) is a plus.
- Prior experience in medical, legal, or technical support settings.
Work Environment & Schedule:
- 100% remote; must have dedicated home office space with stable internet and phone access.
- Standard business hours, with potential shifts in different time zones.
- Occasional virtual team meetings and training sessions required.
Equipment & Software:
- Familiarity with or ability to quickly learn:
- VoIP phone systems (e.g., RingCentral, Vonage, 8x8)
- Google Workspace or Microsoft Office
- CRM platforms (e.g., HubSpot, Salesforce)
- Video conferencing tools (Zoom, Teams)
- Task/project management tools (e.g., Trello, Slack, Asana)
Compensation & Benefits:
- Hourly rate or salary based on experience and role complexity.
- Remote work stipend or equipment reimbursement (if applicable).
- Paid time off, health benefits, and 401(k) available depending on employment classification.
- Career growth opportunities in remote operations, HR, or client services.
