Receptionist Job Description

03/11/2022 6:01 AM

The receptionist job description is one of the critical job profiles for any organization. The receptionist is visitors' first face when they walk into a business. They are the people who are responsible for answering the phone, greeting visitors, and directing them to the right personnel for assistance. They also help to organize and keep the reception area clean. To be effective, a receptionist should also know company policies and procedures.


 


Receptionists are in charge of welcoming guests and providing excellent customer service support. This requires returning calls and handling them appropriately, attending to visitor inquiries and requirements, and creating a welcoming environment. This frequently involves carrying out ad hoc administrative tasks as necessary. The majority of industries employ receptionists.


 


Due to the nature of their jobs, they frequently communicate with others in person, over the phone, or by email.


 


Typically, receptionists hold a high school diploma or its equivalent. The majority of receptionist professions require on-the-job training. Frequently, receptionists go up to become administrative assistants. The most effective receptionists are warm, incredibly organized, and adept at multitasking.


 


The receptionist job description can be used as a template when creating a similar job description for your organization. In this job description for receptionist, I have covered the primary purpose of the job and critical duties. In addition, I have covered the education and experience requirements for this job description.


 


Receptionist Job Description: Overall Purpose of the job


Serves visitors by greeting, welcoming, and directing them to the right company personnel. They notify company personnel of visitors' arrival. They handle incoming calls and direct them to the right offices.


 


A receptionist will oversee your front desk daily and perform various administrative and clerical duties. A receptionist is the point of contact for a business's management, staff, and customers. As much as possible, receptionists should conduct themselves in a way that creates a good image for the company. They also assist with typical administrative tasks, including meeting scheduling, transcription, printing, photocopying, faxing, and arranging travel.


 


Related: Job Description of Administrative Assistant

Receptionist Job Description: Primary duties



  • Welcomes visitors by greeting them.

  • Points guests to the right person and office by directing or escorting them.

  • Responds to emails and incoming calls by forwarding them to the necessary department.

  • Makes sure the reception room is neat and welcoming by cleaning and decorating it according to company preferences.

  • Makes sure all the stationery and other supplies are optimally stocked by doing inventory checks weekly (e.g. pens, forms, and brochures).

  • Ensures visitors and other callers to the company are given sufficient information by giving clear, concise information in person and over the phone or email.

  • Ensures mail is delivered efficiently by assembling, dividing, and delivering daily mail.

  • Maintains optimum stock levels for office supplies by reassessing stock levels every week.

  • Calendar updates and meeting times by writing them down or sending them via email.

  • Makes travel and lodging arrangements by booking ahead of time.

  • Keeps records of the office's costs and spending by writing them down in a log book or arranging a folder system.

  • Performs additional administrative tasks, such as filing, photocopying, transcription, and faxing.

  • Helps co-workers with administrative duties by assisting them with getting stationery and equipment necessary to perform their given tasks.

  • Makes appointment plans by communicating between clients and co-workers.

  • Runs the reception area efficiently by utilizing office tools like a fax machine, a copier, and a computer daily.

  • Keeps thorough and precise records of calls and visitor requests by keeping a log book of records.

  • Accepts deliveries, distributes, and stores them by signing off on behalf of the company.

  • Arranges the use of meeting spaces by communicating a schedule with co-workers.

  • Processes invoices and assists clients or consumers with any inquiries regarding charges by taking down their queries.

  • Delivers prompt, courteous responses to every client inquiry via email or phone.

  • Maintains the entry desk area clean and orderly by decorating it according to company standards.

  • Ensures that the reception area, foyer, staff area, and board room are kept clean by supervising cleaning staff members.



  • Ensures that refreshments are available by ordering them when there is a meeting.


 


Receptionist Job Description: Educational Qualifications


Except for positions with specialized organizations like the legal or medical fields, receptionist positions do not require professional qualifications.


The following are the most typical requirements for a receptionist:



  • High school diploma.

  • Prior knowledge of Microsoft Office and keying


 


Receptionist Job Description: Required Experience  



  • Proven job experience as a front office representative, receptionist, or other similar position.

  • Mastery of the Microsoft Office Suite of programs.

  • Practical knowledge of office tools(e.g. fax machines and printers)


 


Receptionist Job Description: Other Characteristics required


Receptionists typically excel at multitasking and have a variety of talents that allow them to perform their job well. For instance, in addition to having a basic understanding of computers, receptionists typically need to manage and use a multi-line phone system, maintain composure under pressure, and communicate amicably and effectively.



  • Good communication skills.

  • Using polite telephone communication

  • Customer-focused.

  • Engaged listener.

  • Adept at setting priorities, planning, and multitasking,

  • An enthusiastic and quick learner.

  • Written and verbal communication

  • Skills in problem-solving.

  • Integrity, accuracy, and attention to detail

  • Professional demeanour and presentation

  • Solid communication skills, i.e. verbal and written.

  • Ability to multitask.

  • Proactive skills are a requirement.

  • Excellent organizing abilities.

  • Time management, as well as the capacity to prioritize activities.

  • A customer-focused mindset

  • Ability to establish a cooperative working relationship with other staff members.

  • Ability to interact well with visitors.

  • The capacity to perform well under pressure.

  • Ability to follow oral or written instructions.

  • Computer proficiency

  • Customer service skills are required.


 


Conclusion


Receptionists contribute to the seamless operation of an organization. They welcome guests, take calls, conduct errands, and communicate with clients or potential clients while remaining composed and professional. It is crucial to have strong communication skills because the receptionist serves as the company's first point of contact with the general public. For a receptionist to be successful, communication abilities through the phone, email, and online networking are essential.

Trish Makiwa
Consultant
This article was written by Trish a Consultant at Industrial Psychology Consultants (Pvt) Ltd

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