Orgenesis is seeking a professional, organized, and customer-focused Remote Receptionist to serve as the first point of contact for clients, healthcare partners, research institutions, vendors, and visitors contacting the organization. This role is responsible for managing inbound communications, directing inquiries, coordinating administrative activities, and providing exceptional virtual front-desk support across Orgenesis’ global operations.

The Remote Receptionist plays a critical role in creating a positive first impression while supporting the company's mission of advancing cell and gene therapy solutions through its global POCare™ platform. The ideal candidate possesses excellent communication skills, strong organizational abilities, and the ability to thrive in a fast-paced remote work environment.

Essential Responsibilities

Front Desk & Communication Management

Serve as the primary point of contact for incoming phone calls, emails, and online inquiries.
Answer and route calls to appropriate departments and personnel.
Respond professionally to general inquiries and provide accurate information.
Monitor shared email inboxes and ensure timely responses.
Maintain a courteous, professional, and welcoming demeanor in all interactions.

Administrative Support

Provide administrative assistance to leadership and departmental teams.
Schedule meetings, appointments, and conference calls.
Coordinate virtual meeting logistics using video conferencing platforms.
Prepare and distribute correspondence, reports, and other business documents.
Assist with data entry, document management, and record maintenance.

Visitor & Client Coordination

Manage virtual visitor inquiries and appointment requests.
Coordinate communication between clients, partners, vendors, and internal teams.
Assist with onboarding communications for new clients and stakeholders.
Maintain contact directories and communication records.
Support customer and client service initiatives.

Calendar & Scheduling Management

Manage calendars and scheduling requests for assigned departments.
Coordinate internal and external meetings across multiple time zones.
Send meeting invitations, reminders, and follow-up communications.
Monitor scheduling conflicts and propose solutions.
Maintain accurate appointment and meeting records.

Documentation & Record Keeping

Maintain organized electronic filing systems and records.
Update company databases, contact lists, and administrative records.
Prepare reports, spreadsheets, and administrative summaries.
Ensure documentation is accurate, current, and properly stored.
Support document retention and record management procedures.

Customer Service Support

Provide exceptional customer service to callers, clients, and partners.
Resolve routine inquiries and escalate complex issues appropriately.
Track and follow up on inquiries to ensure satisfactory resolution.
Support client engagement and communication efforts.
Maintain high standards of professionalism and responsiveness.

Cross-Functional Collaboration

Work closely with Operations, Human Resources, Finance, Clinical Operations, Business Development, and Customer Success teams.
Assist with company-wide administrative projects and initiatives.
Coordinate communications and information flow between departments.
Support remote workforce collaboration and organizational effectiveness.

Compliance & Confidentiality

Maintain confidentiality of company, employee, client, and healthcare-related information.
Adhere to company policies, privacy requirements, and security protocols.
Ensure administrative processes comply with organizational standards.
Report any concerns related to data privacy or compliance.

Required Qualifications

Education

High School Diploma or GED required.
Associate’s Degree in Business Administration, Communications, Office Administration, or related field preferred.

Experience

1–3 years of receptionist, administrative assistant, customer service, call center, or front desk experience.
Experience working in remote or virtual office environments preferred.
Experience in healthcare, biotechnology, pharmaceutical, or professional services organizations is a plus.

Technical Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with Microsoft Teams, Zoom, Google Workspace, and virtual communication platforms.
Strong typing, data entry, and administrative software skills.
Familiarity with CRM, scheduling, and document management systems preferred.
Ability to learn new software and technologies quickly.

Preferred Qualifications

Associate’s or Bachelor’s Degree in a related field.
Experience supporting executive leadership or multiple departments.
Knowledge of virtual office operations and remote workforce support.
Familiarity with customer service and communication best practices.
Experience handling confidential business information.

Core Competencies

Professional Communication
Customer Service Excellence
Organization & Planning
Attention to Detail
Time Management
Multitasking
Problem Solving
Adaptability
Confidentiality & Integrity
Team Collaboration
Reliability
Initiative

Key Performance Indicators (KPIs)

Call Answer and Response Rate
Inquiry Resolution Time
Customer Satisfaction Score (CSAT)
Scheduling Accuracy
Administrative Task Completion Rate
Data Entry Accuracy
Communication Responsiveness
Record Management Compliance
Service Quality Metrics

Physical Requirements

Ability to work at a computer for extended periods.
Ability to communicate effectively via phone, email, and video conferencing.
Ability to manage multiple tasks and priorities simultaneously.
Ability to maintain productivity in a remote work environment.

Benefits

Health & Wellness Benefits

Medical Insurance
Dental Insurance
Vision Insurance
Prescription Drug Coverage
Employee Assistance Program (EAP)
Health Savings Account (HSA)
Flexible Spending Account (FSA)
Wellness and Mental Health Programs

Financial Benefits

Competitive Base Salary
Annual Performance Bonus Eligibility
401(k) Retirement Plan with Company Match
Life Insurance Coverage
Short-Term Disability Insurance
Long-Term Disability Insurance
Accidental Death & Dismemberment Insurance

Paid Time Off

Paid Vacation
Paid Holidays
Paid Sick Leave
Personal Days
Bereavement Leave
Jury Duty Leave

Professional Development

Administrative and Customer Service Training
Continuing Education Opportunities
Tuition Assistance Programs
Professional Certification Support
Career Advancement Opportunities

Work-Life Balance

Fully Remote Work Environment
Flexible Scheduling Opportunities
Employee Recognition Programs
Collaborative and Inclusive Workplace Culture
Wellness and Employee Engagement Initiatives

Working Conditions

Fully remote office environment.
Frequent communication with clients, healthcare partners, vendors, and internal stakeholders.
Daily use of communication, scheduling, and administrative software systems.
Fast-paced environment requiring strong organizational and multitasking abilities.

Equal Employment Opportunity Statement

Orgenesis is an Equal Opportunity Employer committed to fostering a diverse, equitable, and inclusive workplace. Employment decisions are based on qualifications, merit, performance, and business needs without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected status under applicable law.

Orgenesis, Inc.

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