Bilingual Receptionist

Job Description

Job Description

Front Desk Receptionist (Bilingual)

Location: Vista, CA (In-Person)

Schedule: Monday–Thursday, 10:00 AM–7:00 PM; Friday, 8:30 AM–5:00 PM

Employment Type: Full-Time, Non-Exempt

Compensation: $24.00–$26.00 per hour

Position Summary

The Front Desk Receptionist (Bilingual) serves as the first point of contact for clients, visitors, and staff, creating a welcoming, professional, and efficient front office experience. This position provides administrative and operational support by managing reception activities, coordinating communications, assisting with client intake and referrals, and supporting daily office operations.

The ideal candidate is customer-focused, culturally responsive, organized, and able to manage multiple priorities in a fast-paced environment. Bilingual English/Spanish communication skills are required.

Essential Duties and Responsibilities Front Desk & Customer Service

• Welcome, 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 and accurate information, referrals, and support to clients and community members.
• Maintain a safe, organized, and welcoming reception and waiting area.
• Monitor visitor flow and client conduct in public areas.

Client Support & Coordination

• Assist with scheduling appointments, reminder calls, and notifying staff of client arrivals.
• Support client intake processes by maintaining and distributing program materials and forms.
• Assess the needs of walk-in clients and visitors and direct them to appropriate internal programs or external resources.
• Provide verbal and written interpretation and translation support for Spanish-speaking clients.
• Maintain confidentiality and comply with privacy and HIPAA standards.

Administrative & Office Operations

• Open and close the facility according to established procedures.
• Manage incoming and outgoing mail, postage, and interoffice distribution.
• Operate and troubleshoot office equipment, including phones, copiers, fax machines, and printers.
• Maintain office and program supply inventory; place orders and restock as needed.
• Coordinate deliveries, verify packing slips, and resolve discrepancies.
• Maintain organized records related to supply orders and administrative documentation.

Facilities & Safety Coordination

• 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 assigned safety responsibilities, such as Safety Captain duties, as needed.

Communication & Collaboration

• Serve as a central communication point between clients, staff, and departments.
• Coordinate reception coverage and support team operations during planned absences.
• Maintain communication with internal teams regarding front office activities.
• Participate in staff meetings, trainings, and supervision sessions as required.

Reporting & Recordkeeping

• Complete required reports, including postage and copier usage reports, accurately and on time.
• Maintain records related to front desk operations and supply usage.
• Ensure public-facing materials, including brochures, forms, and signage, remain current and compliant.

Required Education & Experience

• High school diploma or equivalent required.
• Minimum of 2 years of administrative or customer service experience (or equivalent experience).
• Bilingual English/Spanish required.
• HIPAA training preferred.

Skills & Abilities

• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong organizational skills and attention to detail.
• Ability to remain calm and professional in high-stress situations.
• Basic proficiency with Microsoft Office Suite, including Word, Excel, and Outlook.

Core Competencies

• Cultural competency and trauma-informed approach to service delivery.
• Strong problem-solving and decision-making abilities.
• Adaptability and flexibility in a dynamic environment.
• Collaboration and teamwork.
• Professionalism and ethical conduct.

Performance Expectations

• Provide timely, accurate, and courteous customer service.
• Maintain organized and efficient front desk operations.
• Ensure compliance with confidentiality requirements and organizational policies.
• Demonstrate reliability, punctuality, and consistent attendance.
• Effectively manage workload and complete assignments on time.

Additional Requirements

• Valid driver’s license and reliable transportation required.
• Ability and willingness to use a personal vehicle for work-related duties (mileage reimbursed).
• Successful completion of background check, fingerprinting, TB test, drug screening, and driving record clearance.

Physical Demands & Work Environment

The physical demands described are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made for individuals with disabilities.

The employee may frequently be required to stand, walk, sit, use hands to handle objects or equipment, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, talk, and hear. The employee may occasionally lift and/or move up to 25 pounds.

The position requires close, distance, color, peripheral, and depth perception vision, as well as the ability to adjust focus. The employee may work in a stressful environment requiring strong emotional awareness and professionalism. Travel may be required to client homes, and the employee may be exposed to varying weather conditions. The role requires operation of office equipment involving repetitive hand movement and computer use.