Receptionist Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a receptionist. Feel free to use our receptionist job description template to produce your own. We also provide you with information about the salary you can earn as a receptionist.
Who is a Receptionist?
Companies and organizations need a receptionist to keep them running smoothly. Receptionists are often the first persons a customer or public encounters. They must make a good impression.
The receptionist at the front desk greets customers when they arrive at a company. She or he is often the first person people hear when they call the company. A front desk receptionist usually handles a variety of administrative tasks, such as filing and mailing mail. This position can be specialized depending on the employer. The person can work in any area that is welcoming, such as a factory or hotel.
A front desk receptionist’s main duties are to welcome people, answer their questions and direct them to other areas of the building. Most of the personnel do office work. They manage written correspondence, set up appointments, forward and send e-mails, prepare reports, and maintain also welcome visitors. It is a common task to prepare letters and parcels for shipment.
Those who have been working as front desk receptionists for a while may be able to take on additional tasks such as light bookkeeping or researching vendors. This is especially common for companies without other administrative staff like a secretary. This person may be able to generate reports and spreadsheets and organize meetings. Many businesses have receptionists who keep files about other employees. This includes information about attendance, performance reviews, and so on.
The duties of a receptionist include greeting people, answering phones, taking messages, and scheduling appointments. They also file and maintain documents, provide information, make travel arrangements, and run errands.
It can sometimes be difficult to communicate with clients, staff, customers, delivery drivers, or other people during the day. Receptionists must maintain a professional and calm demeanor throughout the day. This is essential to ensure that they are successful.
Sometimes, front desk receptionists have specializations that are based on the workplace they work in. One might need to know the basics of what the law firm is specialized in. A person who works in a legal office will likely need to understand how to bill for medical insurance. The front desk receptionist at a hotel must be able to take reservations and guide people to nearby businesses and landmarks. Visitors may also be guided by receptionists who work in factories or museums that produce tangible products. These people may be responsible for security, such as logging visitors in and checking their identification.
Front desk receptionists must be friendly, organized, and engaging. The front desk receptionist should be able to multitask well and prioritize tasks when necessary. Good problem-solving skills and the ability to interact with many people are often what make a great receptionist.
This position requires that you are proficient in using computers and telecommunications systems. This person must be able to communicate with customers, employees, and vendors regularly and to text, call, and send emails to people as required. Although not required, training in web video conferencing or Voice over IP (VoIP), is an advantage.
To be a receptionist, there are no formal education requirements. Many companies will train people with a high school diploma. A minimum of an associate’s degree is a good way to increase your chances of landing this job. However, some companies require higher education.
Receptionist Job Description
Below are the receptionist job description examples you can use to develop your resume or write a receptionist job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
- Greeting visitors and clients with a positive and helpful attitude
- Assisting clients in finding their way around the office.
- Notifying clients when necessary
- Assisting in workplace security through the issuing, checking, and collecting of badges, as well as maintaining visitor logs.
- Assisting with various administrative tasks, including copying, scanning, faxing, and taking notes.
- Preparing training and meeting rooms.
- Answering the phones professionally and routing calls as needed
- Assisting colleagues with administrative tasks.
- Performing ad-hoc administrative duties.
- Answering, forwarding, and screening telephone calls
- Sorting and distributing mail
- Hiring, managing, and developing junior administrative staff.
- Providing excellent customer service.
- Scheduling appointments
- Assisting guests by greeting, welcoming, directing, and professionally escorting them.
- Notifying company personnel about visitor arrival.
- Maintaining the security and telecommunications system.
- Directing visitors according to the company’s protocols and standards
- Maintaining security by following procedures, monitoring logbooks, and issuing visitor badges.
- Following the manufacturer’s instructions to operate your telecommunication system.
- Respecting all rules and procedures to maintain a clean and safe reception area
- Documenting and communicating actions, irregularities, and ongoing needs to support continuity between work teams.
- Contributing to the team by achieving related results when needed.
- Offering prompt and friendly service, both over the phone and in person.
- Showing kindness and good phone manners to all customers.
- Keeping your appearance professional and keep your work area clean.
- Providing general information to customers’ inquiries.
- Referring complex, non-routine and sensitive requests for information to the Corporate Office Manager.
- Learning the procedures to resolve all customer disputes or complaints.
- Greeting and meeting customers and visitors.
- Assisting visitors in registration and assigning badges following security procedures.
Some examples of the duties of receptionists include:
- Hotel Receptionist
This is the person who manages the front desk. They are responsible for booking rooms, updating hotel records, and checking out guests.
- Receptionist for corporate clients:
This is the type of receptionist who manages the front desk in a corporate organization. They are responsible for answering phones, taking messages, and entering data.
- Car dealership receptionists
They manage the front desk and act as consultants for customers. They are responsible for customer service. This means they answer phones, greet customers and address complaints.
- Bank receptionists
This is the type of receptionist who manages the front desk of a bank. They provide information about the bank and direct customers to the appropriate bank staff.
- Gym receptionist
This is the type of receptionist who manages the front desk of a gym. They are responsible for making guests feel at home, welcoming new members, and giving information about the gym’s offers and fees.
- Medical care receptionist
This is a receptionist that works in hospitals or private clinics. They are responsible for coordinating the day-to-day administration of their workplace. They are also responsible for scheduling appointments and dealing with patient emergencies.
Qualifications
If you are interested in becoming a receptionist, there are many things to take into consideration. These requirements will vary depending on the job you are applying for. Here are some examples of common qualifications and requirements:
Education
The job level will determine the education level required. For entry-level positions as receptionists, you will need a high school diploma. Other jobs require a bachelor’s in Business Management.
Vocational courses in areas such as customer service and payroll accounting are also beneficial. They increase your knowledge and credibility. Online tutorials and webinars can help you learn more about office software, as well as other useful skills.
Training
Many companies offer on-the-job training for receptionists, which can include the teaching of company policies and procedures. Although the job does not require previous training, many companies will ask for previous experience. Interning or volunteering as a receptionist can be a great way to get experience in the office and to learn how to use standard office equipment such as printers and phones.
Certification
Although it is not common for companies to require additional certifications from candidates applying to be a receptionist, they may do so. Completing professional certifications such as the Certificate in Front Office Operations validates a candidate’s skills, shows dedication to their profession, and tests them. It also expands their practical knowledge. With this, the candidate can also have great networking opportunities.
Essential Skills
- Communication skills
Receptionists interact with customers physically or via phone, and email. This person is responsible for liaising with customers, staff, and other departments daily.
Receptionists are responsible for taking down messages and being the intermediary in conversations. Any message lost in the process of passing it along would reflect badly on the receptionist and confuse others in the office. A receptionist should have the ability to communicate clearly and effectively, both verbally and written.
- Organizational skills
A great receptionist must be organized. Employers, coworkers, and everyone else involved in the office appreciate this skill.
A good receptionist creates efficient filing systems, organizes paperwork, and makes sure that the software is up-to-date. Receptionists who are skilled in locating phone numbers, documents, and other information can be accessed at a moment’s notice.
A receptionist aims to make the office clutter-free. For lawyers, they must have a secretary or legal receptionist who can organize their information. Without them, they might not be able to know the court dates, client contact information, and appointment times.
- Multitasking ability
In a fast-paced environment, receptionists must be able to multitask. Skilled receptionists can handle multiple calls at once and put people on hold while simultaneously dealing with the person who just walked in.
It is normal to remain calm under pressure and still do the job well. Receptionists are often faced with many tasks at the end of each day. They are responsible for prioritizing the most important tasks and allocating the right amount of time to each.
- Technical skills
Computer software is often used by receptionists to communicate via email. These professionals need to be familiar with Microsoft Word, Excel, and the ability to use photocopiers and telephone systems.
To be more appealing to potential employers, highlight your technical skills and computer knowledge. You can enroll in a course at your community college if you don’t know. Keep up-to-date on the latest software programs and find out about specific tools used in your industry.
- Customer service skills
A customer’s first contact is usually with a receptionist. How a receptionist interacts and treats customers is a reflection of the company. Unprofessional receptionists can make clients or customers feel uneasy about the company. Sometimes, this behavior can lead to a negative review.
Receptionists must be friendly, helpful, and attentive. Sometimes, all that is required is a smile and the ability to give the right answers.
Customer satisfaction is the goal of great customer service.
How to Become a Receptionist
- Get a high school diploma
Employers often require receptionists have their high school diplomas to offer them a job. A high school diploma can help you prepare for receptionist jobs in many ways. It will teach you how to manage time, organize and communicate well with others. Employers may view you as capable, organized, and responsible if you have a high-school diploma.
- Enhance your interpersonal skills
Receptionists must interact with many people each day. Employers are looking for receptionists with excellent communication skills. Employers will often hire receptionists who can communicate well with guests and customers.
- Improve your organizational skills
Many offices have a receptionist who is responsible for organizing the lobby and offices. You will need to be able to sort mail, take messages, and manage appointments. Your organizational skills, such as attention and scheduling, will make you more qualified for the interview. This will also show that you are a competent receptionist despite not having any work experience.
- Try to maintain a professional appearance
Receptionist jobs require you to maintain a professional appearance while working with others. Companies also seek candidates who are friendly and positive to the public and have excellent communication skills. These qualities can help a hiring manager assess your potential to succeed in this role.
Where to Work as a Receptionist
Most receptionists work in offices. They can be found in large companies or small businesses in any industry. They can work alone or with others in a cubicle-like environment. Receptionists are often in contact with others throughout the day because of their job. They have little privacy.
Receptionists are usually full-time workers. Some may also work part-time during business hours, such as 9 a.m. to 5. p.m. They may be required to work on weekends or nights if their office is open.
Receptionist Salary Scale
A receptionist earns an average salary of $41,022 annually. According to the Bureau of Labor Statistics, there will be an increase in receptionist jobs by 4% by 2029. Many businesses will likely increase the number and quality of their receptionists in the future as positive customer service experiences are a key factor in many industries.