Receptionist

Description

The Part-Time Receptionist serves as a front-line customer service representative, supporting the full-time Receptionist and ensuring that all clients are greeted and checked in upon entering the building. This role requires strong conflict resolution skills, a calm and professional demeanor, and a commitment to treating all clients with dignity and respect.

The Part-Time Receptionist assists with day-to-day administrative functions across GMHC’s primary service floors. Responsibilities include maintaining up-to-date information on GMHC programs, answering and directing telephone calls, and supporting desk and conference room reservations.

ESSENTIAL JOB FUNCTIONS

• Create a friendly, welcoming, and supportive environment for all clients and visitors.
• Ensure all clients and visitors are properly verified and granted appropriate building access in accordance with security protocols.
• Coordinate with program staff to ensure clients are connected to services in a timely manner.
• Manage client flow, including check-in and check-out processes.
• Maintain and manage the room reservation system in alignment with site procedures.
• Provide administrative and project support to the Operations and Intake teams, as assigned.
• Provide coverage and support for the full-time Receptionist to ensure seamless front desk operations.
• Perform general office duties, including filing, copying, shredding, and mail distribution.
• Maintain a clean, organized, and professional reception area.
• Attend all staff meetings, agency meetings, and required trainings.

SPECIAL SKILLS & KNOWLEDGE

Required:

• Experience in a receptionist, hospitality, or concierge-type role.
• Strong front desk presence with the ability to confidently and professionally engage clients and visitors.
• Excellent verbal communication and active listening skills, with the ability to remain calm and respectful in all interactions.
• Ability to manage in-person interactions, phone calls, and administrative tasks simultaneously.
• Ability to de-escalate situations and maintain composure in a fast-paced, client-facing environment.
• Ability to work effectively with diverse populations and demonstrate cultural sensitivity.
• Strong organizational skills and attention to detail.
• Proficiency in computers, phones, and iPad/tablet devices, including Outlook, Teams, and Word.
• Reliable, punctual, and consistently professional in appearance and demeanor.
• Professional appearance, demeanor, and judgment appropriate for a front-facing office environment.

Preferred:

• Bilingual in English/Spanish.
• Experience working in nonprofit, social services, LGBTQIA+, and/or HIV/AIDS-focused environments.

TECHNICAL SKILLS 

• Comfortable using standard office equipment, including Desktop Computer, iPad/Tablet, desk phones, mobile devices, etc.
• Ability to navigate basic computer systems such as email, calendars, and web-based applications.
• Basic data entry skills with attention to accuracy.
• Ability to look up and reference information using a computer or iPad/tablet while assisting clients.
• Familiarity with Microsoft Office (Outlook, Word, Teams) preferred.
• Ability to use phone systems and transfer calls as needed.
• Comfortable learning new systems and technology as required.

Requirements

EDUCATION AND CERTIFICATION

• High school diploma or equivalent required.
• Coursework or experience in Human Services, Social Work, Public Health, or a related field preferred.
• Relevant trainings or certifications in customer service, conflict resolution, de-escalation, or crisis intervention are a plus.

WORK ENVIRONMENT & SCHEDULE

• Part-time role, Monday through Friday, with flexibility required based on operational needs:

                       AM Shift: 8:45 AM – 1:15 PM

                                             or

                       PM Shift: 12:45 PM – 5:15 PM

• Fully onsite position requiring consistent in-office presence to support a high-volume, client-facing environment.
• Regular interaction with clients, visitors, and staff in a fast-paced, service-oriented setting.
• Must be comfortable working in an environment that may involve managing sensitive situations, de-escalating conflict, and supporting individuals from diverse backgrounds.
• Must adhere to all GMHC workplace policies and health and safety practices.
• Participation in the annual AIDS Walk New York event is mandatory for all GMHC staff.

PHYSICAL DEMANDS 

While carrying out the responsibilities of this role: 

• Travel and Mobility: Ability to move throughout the worksite to support reception coverage and floor operations. Occasional local travel may be required for errands or operational needs, based on assignment.
• Physical Activity: Ability to occasionally lift, carry, or move office materials and supplies consistent with routine administrative work.
• Sitting and Standing: Ability to sit and stand for extended periods as needed to maintain reception coverage.
• Communication: Ability to communicate clearly in person, by phone, and through written communication with clients, staff, and visitors.
• Documentation: Ability to complete accurate written documentation, schedules, logs, and basic reports as required.

GMHC is committed to fostering a racially and gender-diverse environment that contributes to a respectful, inclusive, and welcoming atmosphere for all. Our work is grounded in serving communities that are disproportionately impacted by HIV/AIDS, systemic inequities, and barriers to care. As such, working at GMHC requires a demonstrated awareness of, sensitivity to, and respect for the diverse lived experiences of the communities we serve.

We seek individuals who are committed to equity, inclusion, and social justice, and who approach their work with cultural humility, empathy, and a people-first mindset. Staff are expected to engage thoughtfully and respectfully with clients, colleagues, and community partners across a wide range of identities, backgrounds, and experiences.

GMHC values diversity in all forms and strives to create a workplace where all employees feel supported, heard, and empowered to contribute meaningfully to our mission.