Receptionist

POSITION PURPOSE
 
The Receptionist at Bayport Laboratories serves as the first point of contact for visitors, applicants, and employees while providing front-office, HR, and administrative support. This role supports hiring activities, employee onboarding, document control, and daily operational needs to ensure smooth and efficient workplace operations.
 
ESSENTIAL FUNCTIONS AND BASIC DUTIES
 
Front Desk & Visitor Support:
• Greet and assist visitors, job applicants, and employees in a professional and welcoming manner.
• Attend to walk-in applicants seeking employment and direct them through the hiring process.
• Ensure visitors follow company safety, security, and sign-in procedures.

Recruitment & Interview Coordination:
• Send emails to schedule interviews and communicate with job applicants.
• Call candidates to confirm interview appointments.
• Notify candidates of hiring decisions and coordinate start dates.
• Communicate onboarding details, including required documents and expectations for the first day.

New Hire Onboarding & HR Support:
• Assist with E-Verify processing for new employees.
• Print and prepare onboarding packets and employment documents for completion.
• Guide new employees through completing required forms accurately.
• Perform new employee fingerprinting and explain time clock procedures, including clocking in and out.
• Assist employees with accessing and using the ADP app.

Employee Records & Document Control:
• Organize and maintain employee files alphabetically (A–Z).
• File and store completed paperwork in employee personnel files.
• Make copies of I-9 forms and all employee documentation as required.
• Scan, organize, and maintain training records and documentation.

Administrative & Operational Support:
• Print paperwork and documentation required by production lines and other departments.
• Maintain departmental logs or books for employees in other departments.
• Provide general administrative support as requested and complete tasks promptly and efficiently.

Quality & Compliance Support:
• Assign BLP numbers to new equipment and enter calibration information into designated tracking systems and links.
• Support document organization and correction of RMS and DMS binders to ensure compliance and accuracy.
• Assist with organizing RMS and DMS documentation for Quality and Operations teams.

Cross-Functional Support:
• Provide administrative and organizational support to HR, Quality, and Operations team members as needed.
• Respond promptly to requests and ensure tasks are completed accurately and on time.

Confidentiality & Professionalism:
• Handle employee, applicant, and company information with discretion and confidentiality.
• Maintain a professional demeanor at all times when representing Bayport Laboratories.

PERFORMANCE MEASUREMENTS
 
Yearly reviews to assess performance, accuracy, efficiency, and ability to support employees, applicants, and operations
 
QUALIFICATIONS

EDUCATION/CERTIFICATION:
• High school diploma or equivalent required.

REQUIRED KNOWLEDGE:
• Basic knowledge of HR onboarding processes and employee documentation.
• Familiarity with E-Verify, I-9 documentation, and personnel file management (preferred).
• Working knowledge of Microsoft Office (Word, Excel, Outlook).

EXPERIENCE REQUIRED:
• Experience in a receptionist, administrative, or HR support role preferred.

SKILLS/ABILITIES:
• Strong communication and interpersonal skills.
• Highly organized with strong attention to detail.
• Ability to multitask and work efficiently in a fast-paced environment.
• Comfortable assisting employees and applicants with forms, systems, and questions.
• Reliable, proactive, and able to complete tasks quickly and accurately.
• Willingness to support multiple departments and take initiative.