Bilingual Receptionist and Recruiting Coordinator

Summary:

Reporting to the Branch Manager, the Bilingual Receptionist and Recruiting Coordinator is the first point of contact for applicants, employees, customers, and visitors at LIVIT Staffing. The incumbent manages the front office and inbound calls in English and Spanish, schedules and confirms interviews, posts open positions, prepares onboarding documentation, conducts new hire orientation, and maintains applicant and personnel records. The incumbent also applies approved automation and artificial intelligence tools to candidate communication, scheduling, and documentation. The incumbent serves LIVIT Staffing and any associated companies or subsidiaries.

Languages:

Fluent English and Spanish required

Supervisory Responsibility:

This job has no supervisory responsibilities. The incumbent coordinates the daily activity of the front office and directs applicants and visitors to the appropriate staff member.

Essential Job Functions:

Front Office and Reception ( 30 %)

• Serve as receptionist and switchboard operator for all inbound calls, in English and in Spanish.

• Welcome applicants, employees, customers, and visitors, and direct each to the correct staff member.

• Screen, route, and prioritize incoming telephone calls, and answer within three rings.

• Maintain the appearance, supplies, and readiness of the front office and interview areas.

• Handle office administration tasks including filing, scanning, mail, and supply ordering.

Recruiting Coordination ( 30 %)

• Schedule interviews and maintain recruiter calendars.

• Post open positions to job boards and recruiting platforms within 24 hours of receiving the requisition.

• Assist with candidate sourcing and initial screening.

• Send interview confirmations and follow-up communications, and complete candidate follow-up within 24 hours.

• Maintain the applicant tracking system so that every candidate record reflects current status.

Onboarding and Orientation ( 20 %)

• Prepare onboarding packets and employment documentation before the scheduled start date.

• Conduct new hire orientation and explain company policies, pay practices, and safety expectations.

• Collect, verify, and file employment eligibility and payroll documentation on time.

• Maintain personnel files in an audit-ready condition.

Automation and Applied AI ( 15 %)

• Use approved artificial intelligence tools to draft candidate and client communications.

• Use automation for interview scheduling, reminders, and follow-up sequences.

• Maintain accurate electronic personnel and applicant records in place of paper files.

• Identify administrative tasks that can be automated, and bring them forward to the Branch Manager.

• Become proficient with the applicant tracking system and the staffing software in use.

Payroll and Compliance Support ( 5 %)

• Support collection of payroll documents, timecards, and corrections on the weekly payroll calendar.

• Maintain confidentiality of applicant, employee, and client information at all times.

Competencies:

• Fluent spoken and written communication in English and Spanish

• Welcoming and professional manner with applicants, employees, customers, and visitors

• Strong attention to detail and accuracy in record keeping

• Strong time management skills and the ability to handle interruptions without losing track of open items

• Demonstrated bias toward automation, standardization, and repeatable process over one-time manual fixes

• Sound judgment and discretion in handling confidential applicant, employee, and client information

Physical Demands:

See attached Physical Demands schedule.

Equipment:

Laptop and workstation computing equipment, multi-line telephone, printer, scanner, and standard office equipment, applicant tracking system, and staffing software

Safety:

Follow LIVIT Staffing safety policies and procedures

Special Conditions of Employment:

• Employment is contingent on successfully passing pre-employment background check and drug screening.

• Fluency in English and Spanish is a requirement of the position and is assessed before hire.

• Occasional evening or early morning hours are required to support orientation and shift start times.

• Occasional local travel to client sites and job fairs is required.

Qualifications:

• High school diploma or equivalent required; associate degree preferred

• 2 years of receptionist, administrative, recruiting, or staffing experience

• Fluent in English and Spanish, spoken and written

• Strong computer skills including Microsoft Office

• Demonstrated use of artificial intelligence or automation tools such as ChatGPT or Microsoft Copilot preferred

• Highly organized with strong attention to detail

• Preferred: prior experience with an applicant tracking system or staffing software

Disclaimer:

This document is intended to describe the general nature and level of work performed by employees assigned to this job. It is not an exhaustive list of all duties and responsibilities of the job holder. Management reserves the exclusive right to alter this job description at any time without notice.

Employment at LIVIT Staffing is “at will” or voluntary on both the part of the Company and the job holder. Employment is not for a set period of time and may be discontinued by either party for any lawful reason, with or without notice. This job description is not an employment contract.