--- title: "Virtual receptionist services for recruiting & staffing agencies" description: "Virtual receptionist for recruiting & staffing agencies: live receptionists answer in your name, greet, route, take messages. Ask about the hours you need." url: https://assistbpo.com/industries/recruiting-agencies/virtual-receptionist/ updated: 2026-09-20 publisher: AssistBPO (SS Support Network LLC) language: en-US --- # Virtual receptionist services for recruiting & staffing agencies AssistBPO's virtual receptionist services for recruiting agencies put a named receptionist on your main line who answers in your agency name, knows which recruiter owns which req and routes candidates, hiring managers and temps to the right person without a voicemail loop. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Hear our demo receptionist](https://assistbpo.com/demo-line/) This page [Recruiting & staffing agencies](https://assistbpo.com/industries/recruiting-agencies/) [Virtual receptionist services](https://assistbpo.com/services/virtual-receptionist/) Updated September 2026 ## How does a virtual receptionist work for recruiting? Agency phones are busy in bursts: a job ad goes live and 60 applicants call in a day, a temp misses a shift and the client calls at 6:55am, a hiring manager wants feedback on a submittal before lunch. Recruiters on calls cannot pick up, so those callers hit voicemail and the next agency answers. Your AssistBPO receptionist works your hours with a softphone on your existing RingCentral or Dialpad number, greets from your script, checks the ATS to see who the caller is, and either warm-transfers to the owning recruiter or takes a structured message that lands in the candidate or client record. Screens for hot reqs can be booked straight into the recruiter's calendar. A trained backup covers breaks and leave, and the team lead scores calls monthly. Plain definition ## What is a virtual receptionist? A virtual receptionist is a trained person who answers your business phone remotely, in your company name, and does what a front-desk receptionist would do: greet callers, answer common questions, book and reschedule appointments, take messages, screen and transfer calls. At AssistBPO the receptionist is a dedicated employee of the group, not a shared call center queue or an AI voice. ## What tasks does a virtual receptionist cover for recruiting and staffing agencies? - Answer candidate, client and temp calls in your agency name during your hours - Look up the caller in the ATS and warm-transfer to the owning recruiter - Take structured messages that post to the candidate or client record - Book phone screens for live reqs straight into recruiter calendars - Handle applicant questions on status, next steps and start dates - Log temp call-outs and shift issues and alert the temp desk within 5 minutes - Clear voicemail every morning and build the callback list per recruiter - Screen sales calls and vendor pitches away from recruiters ## The KPI that matters here Answer rate within 20 seconds on the main line, alongside the share of candidate callers who reach a recruiter or a booked screen on the first call. ## What rules does a virtual receptionist follow for recruiting? 1. **TCPA and CAN-SPAM for candidate outreach.** Every outbound call, text and email to a candidate goes out with lawful consent and do-not-call scrubbing, inside the FCC's TCPA calling hours, with sender identification and an opt-out on each message under the FTC's CAN-SPAM Act. 2. **EEOC screening rules and record keeping.** Phone screens use your approved question set only. Assistants never ask about age, family status, health, religion or any other protected characteristic, and screening notes are retained under the EEOC's record-keeping rule at 29 CFR 1602. 3. **Candidate data under UK GDPR, PIPEDA and the Privacy Act.** For UK, Canadian and Australian agencies, candidate records are handled under UK GDPR (ICO), PIPEDA (Office of the Privacy Commissioner) and the Privacy Act 1988 (OAIC), with retention periods you set and deletion requests actioned inside your policy. 4. **Licensed agency decisions stay with you.** Assistants prepare the paperwork and the agency signs. We never make placement decisions, negotiate fees or act where a state or country requires a licensed employment agent. ## Recruiting software we work in - [Calendly](https://assistbpo.com/software/calendly/) - [RingCentral](https://assistbpo.com/software/ringcentral/) - [HubSpot](https://assistbpo.com/software/hubspot/) - [Google Workspace](https://assistbpo.com/software/google-workspace/) Also in use - Bullhorn - JobAdder - Greenhouse - LinkedIn Recruiter [See all 80 tools we work in](https://assistbpo.com/software/) ## More for recruiting and staffing agencies Other services for recruiting - [Appointment scheduling](https://assistbpo.com/industries/recruiting-agencies/appointment-scheduling/) - [Customer support](https://assistbpo.com/industries/recruiting-agencies/customer-support-outsourcing/) - [Email management](https://assistbpo.com/industries/recruiting-agencies/email-management/) - [Calendar management](https://assistbpo.com/industries/recruiting-agencies/calendar-management/) - [Data entry](https://assistbpo.com/industries/recruiting-agencies/data-entry/) - [Appointment setting](https://assistbpo.com/industries/recruiting-agencies/appointment-setting/) - [The recruiting pod](https://assistbpo.com/industries/recruiting-agencies/) Virtual receptionist in other industries - [Coaches, consultants & creators](https://assistbpo.com/industries/coaches-consultants/virtual-receptionist/) - [Nonprofits & churches](https://assistbpo.com/industries/nonprofits/virtual-receptionist/) - [Education & tutoring](https://assistbpo.com/industries/education/virtual-receptionist/) - [SaaS & startups](https://assistbpo.com/industries/saas-startups/virtual-receptionist/) - [The full virtual receptionist page](https://assistbpo.com/services/virtual-receptionist/) ## Frequently asked questions ### Can the receptionist tell an applicant where they stand? Yes, within the rules you set. The receptionist looks up the caller in your ATS and gives the stage-appropriate answer from your script: application received, screen booked, submitted to client, or not selected for this role. Anything beyond that, such as client feedback or salary detail, is routed to the recruiter or logged as a message. Candidates hear a clear answer instead of a voicemail, which protects your agency's reputation on job boards. ### How do temp call-outs get handled on the main line? The receptionist follows your temp desk protocol: capture the temp's name, assignment, client site and reason, log it in the ATS, and alert the on-duty temp coordinator by phone or Teams within 5 minutes. If your desk allows, the receptionist starts the fill by calling the standby list with lawful consent and do-not-call scrubbing. Early-morning coverage before your office opens is available through the after-hours desk. ### Will the receptionist know our recruiters' reqs and clients? By the end of onboarding, yes. We build a routing sheet that maps each client and each open req to its owning recruiter and account manager, updated weekly from the ATS. The receptionist uses it to route calls correctly, and because the same person answers your line every day, they learn the regular hiring managers and the candidates who call back. A trained backup works from the same sheet. Next step ## Your desk, staffed. Wherever you are. Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours. [Get a staffing plan](https://assistbpo.com/get-a-staffing-plan/) [Book a 20-minute call](https://assistbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours, or [hear our demo receptionist](https://assistbpo.com/demo-line/). - A named assistant proposed within 72 hours - Employed, screened and managed staff, never freelancers - Your hours, your tools, your data --- Source: https://assistbpo.com/industries/recruiting-agencies/virtual-receptionist/ · Contact: https://assistbpo.com/contact/ · Full site map for agents: https://assistbpo.com/llms.txt