Receptionist Job Description Template

Duties and Responsibilities

The main task of a receptionist is to ensure a warm welcome to customers and provide them with all the necessary information. Additionally, receptionists are responsible for the optimised communication between clients and the company and the proper execution of company procedures. The duty and responsibility list a receptionist should handle includes:

• Greeting customers with a warm and helpful attitude
• Providing information of interest to the client
• Directing the client to the meeting point or an appropriate employee
• Helping guests in finding their way around the office
• Notifying the arrival of the customer
• Making, answering, and forwarding incoming phone calls
• Dealing with correspondence
• Receiving, sorting, and distributing daily mail/deliveries
• Scheduling appointments
• Calendar updating
• Maintaining contact with facility services like cleaning and security service
• Preparing meeting rooms and provision of the appointment results resume
• Keeping the reception area clean and presentable to attract customers
• Providing the reception desk with all the necessary stationery
• Ordering and keeping inventory in stock
• Maintaining visitor logs
• Working with office equipment (printing, copying, faxing, etc.)
• Planning work trips, booking hotels and tickets, preparing vouchers, etc.
• Helping in the maintenance of workplace safe by issuing and checking badges
• Dealing with the junior administrative staff (managing and developing new workers)
• Preparation of an updated overview of industry news from different resources for the senior management
• Performing ad-hoc administrative tasks.

Skills and qualifications

Receptionists are expected to have extensive knowledge of the company's services and structure and strong management skills. One of the most essential traits required for a receptionist job is a sincere desire to help clients and the ability to represent the company in a profitable way. A receptionist has to be stress tolerant and organised. The skill and qualification list necessary for the receptionist job:

• Work experience as a receptionist, hostess, front office representative, or any other similar position
• High school degree
• Bachelor’’s degree in management, communications, or any other related field
• Additional training in office management will be a plus
• Knowledge of a foreign language will be a plus
• Proficiency in Microsoft Office
• Skilled user of office equipment (fax machine, printer, etc.)
• Excellent verbal and written communication skills
• Professional attitude and presentable attire
• Punctuality
• Organisational skills
• Readiness for multitasking
• High adaptability
• Attention to detail and ability to work with a large amount of information

Experience requirements

At Sample Company, we are looking for a specialist with at least 1-year of work experience as a receptionist. However, we are also ready to interview candidates who have a proven work experience as a front office representative, office manager, hostess, and any other similar job position. It is necessary for the applicant to be experienced in the use of Microsoft Office programs and other office software. Also, a job seeker should have hands-on experience in using office equipment.

Education requirements

We expect to hire a professional with a High school degree. Although this is not a mandatory requirement for this job, it will be a plus if you have a Bachelor’’s diploma in management, finances, communications, or another similar field. In addition, we encourage applicants who have taken training courses in office administration.