Desk Clerk Job Description

Desk Clerk Job Description, Skills, and Salary

Are you searching for a desk clerk job description? Get to know about the duties, responsibilities, qualifications, and skills requirements of a desk clerk. Feel free to use our job description template to produce your own. We also provide you with information about the salary you can earn as a desk clerk.

 

Who is a Desk Clerk?

An employee working in an office or administrative support role is known as a desk clerk. The work is typically done in a waiting area, like a lobby or front desk of a company or organization. The person engaged by an organization to welcome or meet visitors, patients, or clients and take phone calls is known as a desk clerk.

A front desk clerk’s responsibilities may also include room assignment and reservation, guest registration, credit checks, cashier work, key control, message and mail service, as well as other administrative duties. Front desk clerks are a common title for these desk employees. Desk clerks do a variety of duties for the companies they work for, including scheduling appointments, maintaining records, filing, and performing other administrative duties. A desk clerk’s job description may include answering questions from clients about a company’s goods and services, guiding clients to their destinations, sorting and distributing mail, taking incoming calls on multi-line phones or, before the 20th century, a switchboard, scheduling meetings, filing, maintaining records, typing/data entry, and carrying out a variety of other office duties like faxing or emailing.

Some desk clerks might also do cashiering or bookkeeping work. Not all workplaces, although some may, may request that the desk clerk make visitors coffee or tea and keep the lobby tidy. A desk clerk may perform some security guard access control duties for an organization by verifying employee identities, issuing visitor cards, and monitoring and reporting any strange or suspicious people or behaviors. The desk clerk is typically the first business contact a person has with any company. Organizations frequently demand that the desk clerk have a cool-headed, courteous, and professional demeanor at all times, regardless of the behavior of the guest.

A good desk clerk is required to have a variety of personal traits, including attention to detail, initiative, loyalty, maturity, respect for privacy and confidentiality, a positive outlook, and dependability. Because of the frequent engagement with individuals who have diverse personalities and the pressure to complete several things quickly, the work can occasionally be stressful. A desk clerk’s role may provide networking chances for advancing to other employment within a certain profession, depending on the business. Some people might utilize this kind of labor as a way to become more accustomed to office work or to discover various roles or positions within an organization. Some people use working as desk clerks as a means of supporting themselves while pursuing further education or other career pursuits like writing or the performing arts. Although many people who work as desk clerks stay in that position for the duration of their careers, some desk clerks may move on to other administrative positions, such as customer service agents, dispatchers, interviewers, secretaries, production assistants, personal assistants, or executive assistants.

A desk clerk may also serve as the office manager in smaller companies, such as a doctor’s or lawyer’s office, where she is responsible for a variety of middle management-level corporate operations. For instance, in the hotel sector, a night desk clerk’s job almost usually involves night auditing, which is more specifically known as daily account consolidation and reporting. When desk clerks leave the job, they often venture into other career paths such as marketing and sales, public relations, or other related occupations. Naturally, a desk clerk needs to have a wide range of social abilities to interact effectively with clients, coworkers, and guests. A poor reception experience can quickly leave a terrible impression. Therefore, a key responsibility is to greet guests with a smile and warmth

 

Desk Clerk Job Description

What is a desk clerk job description? A desk clerk job description is simply a list of duties and responsibilities of a desk clerk in an organization. Below are the desk clerk job description examples you can use to develop your resume or write a desk clerk job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The duties and responsibilities of the desk clerk include the following:

  • Greeting and welcoming visitors upon arrival at the workplace
  • Pointing guests in the direction of the right person and office
  • Responding to, screening, and forwarding incoming calls
  • Making sure the desk or reception room is neat and welcoming, and that it has all the stationery and supplies it needs (e.g. pens, forms, and brochures)
  • Giving clear, concise information both in person and over the phone or email
  • Assembling, dividing, and delivering daily mail and deliveries
  • Keeping the business secure by adhering to safety regulations and regulating entry through the reception desk (monitor logbook, issue visitor badges)
  • Ordering office supplies and maintaining a stock inventory. Update calendars and set meeting times
  • Making travel and lodging arrangements, and creating vouchers
  • Keeping daily records of office expenditures  and costs
  • Performing other desk clerk duties such as  photocopying, filing, faxing, and transcribing

 

Qualifications

Except for positions with specialized organizations like the legal or medical fields, desk clerk positions do not require professional qualifications. However, these characteristics are desired in a productive and competent desk clerk.

  • GED or high school diploma
  • Associate’s or bachelor’s degree in business or communications
  • knowledge of multiple-line telephone networks
  • Prior knowledge of Microsoft Office and keyboarding
  • Depending on the demands of your prospective employer, the company can have its own set of requirements. Managing an industry-specific software program is an example.

 

Essential Skills

  • Communication Skills: Desk Clerks frequently communicate with clients by phone, email, or in person. As a result, effective communication abilities are at the top of the list of desirable traits. An  excellent desk clerk can communicate ideas, talks loudly enough, and is skilled in nonverbal cues
  • Great Multitasking Skills: The desk clerk’s phone is constantly ringing on the busiest days. People can be waiting to be greeted personally as this goes on. There are appointments to make, messages to send, and administrative work to finish. A desk clerk continuously balances a variety of tasks. It’s critical that they can switch between duties without stumbling, keeping in mind everyone’s requirements and avoiding burnout or frustration themselves
  • Social Skills: Naturally, a desk clerk needs to have a wide range of social abilities to interact effectively with clients, coworkers, and guests. A poor reception experience can quickly leave a terrible impression. Therefore, a key responsibility is to greet guests with a smile and warmth
  • Organizational Skills: In an office complex, the clerking room is frequently the spot with the best organization. So it ought to be. A cluttered desk not only gives the wrong image to guests but also signals the beginning of difficulties because missing documents are simple to find and data laying around is against data protection laws. Therefore, the ideal receptionist is very organized. They must be able to recall documents and phone numbers at any time. A clean workspace is essential
  • Technical Expertise: Most desk clerks are familiar with sophisticated phone and email setups, word-processing software, and copiers. But being knowledgeable about the most recent technologies is a huge asset in a world where everyone is becoming digital. Desk Clerks need to be familiar with systems for managing rooms, smart parking, and registering visitors
  • . Stress Tolerance: Desk Clerks need to possess steely nerves. As they must manage numerous jobs and visitors at once, they frequently work under extreme pressure. They frequently have information requests, phone calls, or new visitors interrupt them as they work, but they quickly resume their tasks. But they must keep their composure and attention
  • Solution Oriented: An ill visitor, a forgotten appointment, a disappointed client… Every day, dozens of problems may occur. The desk clerk’s role is to remain composed and come up with a solution. Desk Clerks are frequently the first to react and make decisions in emergencies
  • Empathy: Every organization occasionally encounters a customer who is unhappy, anxious, or frustrated. Desk Clerks must pay attention to these visitors’ concerns, maintain composure and empathy, and avoid denying the issue to put them at ease
  • Accountability: It’s critical that you can trust the desk clerks because they interact with practically every client and worker. No business can afford to have a visitor wait at an empty front desk or an unanswered phone call. A desk clerk must be self-sufficient, punctual, dependable, accept responsibility, and be able to handle problems as they arise
  • Human Management: Desk Clerks are primarily in charge of managing visitors. To maintain security, they must monitor everyone entering the building. They also have responsibilities for welcoming guests and managing their records. Many businesses will employ visitor registration software in 2022. Desk Clerks may focus on their many other duties, such as making sure guests are welcomed and making a good first impression, by automating the registration of visitors and the administration of their data.

 

How to Become a Desk Clerk

Being a desk clerk can be your best option if you are outgoing and enjoy keeping things orderly for those around you. You can work in a wide range of industries and meet a wide range of people. The following are steps to becoming a desk clerk:

  • Get the Basic Education: For the majority of desk Clerk employment, high school graduation or a GED is required. An associate’s or bachelor’s degree in business or communications is necessary for some positions. Office etiquette, word processing software, typing, computer and multi-line phone usage, and desk clerk’s duties should all be known to them
  • Recognize the essential skills: A desk clerk frequently interacts with customers for the first time, and the job calls for a variety of abilities. You ought to present a polished, courteous, and well-dressed front. Additionally, you should be proficient in grammar, spelling, composition, and personal communication. Frequently, desk clerks handle office administration duties, write emails, transfer calls, and use accounting software. They must be able to operate independently, assist clients, plan meetings and appointments, and assist other team members in time management
  • Apply for Professional Certification: Professional certificates can increase the appeal of your application and resume to prospective employers. They can also aid in your understanding of the duties performed regularly by a desk clerk. The International Association of Administrative Professionals oversees the Certified Professional Receptionist credential. It stimulates ongoing development and honors professional proficiency. You must submit a one-page statement to the association outlining your qualifications for certification along with a one-year membership to the National Association of Professional Receptionists or desk clerks to be considered. Additionally, you must submit a résumé demonstrating your five years of experience working as a greeter, administrative assistant, secretary, switchboard operator, customer service representative, or information clerk. Additionally, three certificates of ongoing education from any authorized receptionist/front desk, human resources, management, or seminar are necessary. You may also substitute a diploma or certificate from an approved business or secretarial institution. A character reference letter from your employer is also required
  • Create a resume: You may differentiate yourself from other applicants with a resume that is succinct, pertinent, and clear. Use phrases that frequently occur in job descriptions for receptionists, such as “courteous,” “high school diploma,” or “Microsoft Word.” Many businesses utilize search tools to find candidates that meet their most stringent requirements. Without those words, a hiring manager could not notice a résumé or cover letter
  • Apply for a Job: Discuss how you resolved a confrontation with a challenging customer during interviews. Talk about your career goals and why you believe you would be a successful desk clerk. You can apply for a desk clerk position with staffing agencies in addition to traditional employers. Some entry-level desk clerks fill in for staff members who are absent due to illness or vacation at various companies.

 

Where to Work as Desk Clerk

Although receptionists are employed in practically every sector of the economy, many focus on them;

  • Hospitality
  • Healthcare
  • Social assistance sectors include hotels, doctor’s offices, hospitals, and nursing homes.

 

Desk Clerk Salary Scale

According to the Bureau of Labor Statistics, the growth rate for desk clerk employment is predicted to be “little or no change” at 0% between the years 2018 and 2028. If you’re wondering, “Should I work as a front desk clerk?” It has occurred to you that you might want to consider the growth rate. Additionally, it is anticipated that 7,300 fewer desk clerk worker openings will exist by 2028.

An average desk clerk employee makes $26,669 per year or $12.82 per hour. Desk Clerk employees, meanwhile, might make upwards of $21,000 to $33,000 annually. As a result, the highest-paid desk clerk employees earn $10,000 more than the lowest-paid ones.

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